Executive Operations Specialist

Description

Job Summary:

The Executive Operations Specialist provides strategic executive, operational, and administrative support to the CEO and executive leadership team. This highly independent role manages executive support, project management, operational coordination, communications, and financial administration while driving strategic initiatives, improving operational efficiency, and facilitating effective communication across the organization. As a trusted partner to executive leadership, the Executive Operations Specialist plays a critical role in helping the organization achieve its strategic and operational objectives.

Core Behavioral Values: 

• CLEAR ID: Collaborate, Learn, Empathy, Accountable, Respect, Integrity, Dedication
• These behaviors are based on Eyesight’s culture and values critical to supporting the organization’s mission of providing uncompromising care to patients. 

Requirements

Essential Functions:

Executive & Strategic Support

• Partner closely with the CEO to maximize productivity and organizational effectiveness.
• Coordinate complex schedules, meetings, travel arrangements, and executive priorities.
• Meet regularly with the CEO to support strategic planning, capture key decisions, and track progress on initiatives.
• Prepare reports, summaries, presentations, and research to support executive decision-making.

Project & Operations Management

• Lead and coordinate multiple projects simultaneously, ensuring deadlines and deliverables are met.
• Develop and improve processes that support organizational growth and operational excellence.
• Track action items, monitor project progress, and facilitate accountability across departments.
• Support larger cross-functional initiatives involving multiple stakeholders.

Communications & Relationship Management

• Draft, edit, and distribute communications for employees, providers, leadership teams, and external partners.
• Manage executive correspondence and ensure timely, professional follow-up.
• Build strong working relationships with leaders, staff, providers, and vendors.

Meeting Management

• Organize and coordinate meetings at all levels of the organization.
• Develop agendas, prepare materials, document discussions, and distribute meeting minutes.
• Support virtual and in-person meetings while ensuring effective follow-through on action items.

Financial Administration

• Manage and reconcile financial processes, including accounts payable, credit card reconciliation, insurance payments, and other administrative financial functions.
• Assist with reporting, tracking, and analysis that supports organizational objectives.

Data Analysis & Reporting

• Conduct research and gather information to support strategic initiatives.
• Prepare dashboards, reports, pivot tables, and analytical summaries that help leaders make informed decisions.
• Identify trends, issues, and opportunities through data analysis.

Requirements:

• Bachelor's degree or equivalent combination of education and experience.
• Five or more years of progressively responsible experience in executive support, project management, operations, or a related field.
• Advanced proficiency with Microsoft 365 applications, including Excel, Teams, Word, PowerPoint, and SharePoint.
• Demonstrated experience managing complex projects and supporting senior leaders.
• Advanced organizational, communication, and problem-solving skills.

Preferred:

• Experience in healthcare or medical practice operations.
• Familiarity with ophthalmology or medical terminology.
• Financial, insurance, or accounts payable experience.

Work Conditions:

• Typical office conditions.
• Noise level is usually quiet.

Physical Requirements:

• Regularly required to sit, walk and stand
• Regularly required to talk or hear, both in person and by telephone
• Regularly required to use hands repetitively to finger, handle, feel or operate standard office equipment
• Reach with hands and arms; and lift up to 25 pounds
• Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus