Description

Position Overview

The Executive Business Operations Specialist plays a pivotal role in supporting executive leadership by providing high-level administrative, operational, and project management assistance. The specialist acts as a central coordinator for executive initiatives, Board governance, contract and policy administration, regulatory readiness, and enterprise-wide administrative processes. Collaboration with the CEO, COO, CFO, Board of Directors, Legal Counsel, and department leaders is essential to ensure organized priorities, compliance, and effective execution of organizational commitments.

Core Responsibilities
Executive Operations & Strategic Support
• Acts as a strategic administrative partner to the Executive Leadership Team.
• Coordinates executive priorities, organizational initiatives, and cross-functional projects.
• Maintains executive action-item tracking systems and prepares meeting materials, agendas, and documentation.
• Develops executive dashboards and reports to support strategic planning and implementation.
• Facilitates communication and collaboration among leadership and department heads.
• Exercises independent judgment in administrative process improvements and escalates issues when necessary.
• Coordinates special projects and organizational assignments.
Board Governance & HRSA Compliance Support
• Supports the CEO in managing HRSA Board governance documentation and processes.
• Prepares draft Board and committee minutes and maintains official records.
• Tracks Board member appointments, terms, resignations, and vacancies.
• Coordinates Board member onboarding, orientation, and governance activities.
• Assists in preparation for HRSA Operational Site Visits, audits, and regulatory reviews.
• Maintains governance calendars to ensure timely completion of Board responsibilities .

Executive Office Administration
• Coordinates administrative operations of the Executive Office.
• Develops standardized procedures and workflows.
• Manages executive correspondence, records, and confidential documents.
• Assists with executive presentations, reports, Board materials, and communications.
• Supports implementation of administrative best practices to improve efficiency.

Enterprise Project & Initiative Coordination
• Coordinates enterprise-wide strategic initiatives and executive projects.
• Develops and monitors project timelines, milestones, and deliverables.
• Provides regular status reports and facilitates interdepartmental collaboration.
• Identifies and escalates project risks and barriers.
• Supports the implementation and monitoring of the Strategic Plan.

Organizational Calendar & Regulatory Tracking
• Maintains enterprise-wide calendars for executive leadership and regulatory compliance.
• Coordinates timelines for Board meetings, strategic planning, budget cycles, HRSA submissions, FTCA activities, governance, contract renewals, and major initiatives.
• Provides reminders and monitors deadlines to ensure timely completion of obligations.
• Supports readiness for audits, regulatory reviews, accreditation, and HRSA site visits.

Additional Support Responsibilities
• Willingness to travel among clinic locations to support operational and administrative needs.
• Fosters professional staff interactions and open communication.
• Demonstrates commitment to the organization's mission, vision, and values.
• Maintains confidentiality and protects company assets.
• Participates actively in meetings and complies with company policies and workplace safety.
• Performs other duties as assigned by leadership .

Requirements

Education, Knowledge, Skills, and Abilities

Education and Experience
• Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Organizational Leadership, Finance, or related field required; equivalent experience considered.
• Minimum of five years of progressively responsible experience in executive administration, business operations, healthcare administration, or related fields.
• Experience supporting executive leadership and coordinating organization-wide initiatives.
• Preferred experience includes Board governance, contract administration, policy management, and regulatory coordination.
• Ability to manage multiple complex priorities in a fast-paced, regulated environment.
Preferred Qualifications
• Experience in Federally Qualified Health Centers or community health centers.
• Knowledge of HRSA Health Center Program requirements and governance.
• Experience supporting Boards of Directors and executive teams.
• Project Management Professional (PMP) certification or similar preferred.
• Experience preparing executive and Board meetingmaterials .
Certification/License
• Valid Driver's License required .
Knowledge, Skills, and Abilities
• Strong proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint), SharePoint/OneDrive, Adobe, and electronic document management systems.
• Excellent organizational skills, attention to detail, and ability to manage confidential information.
• Strong communication, interpersonal, and customer service skills.
• Ability to prepare clear agendas, minutes, reports, and follow-up documentation.
• Ability to work independently and collaboratively in a fast-paced environment.
• Demonstrates reliability, accountability, and adaptability .
Working Conditions and Physical Demands
• The position requires regular on-site attendance Monday through Friday, 8 am to 5 pm, with occasional additional hours.
• Travel primarily between clinic sites during business hours, with some overnight travel possible.
• Physical demands include frequent sitting, occasional standing/walking, lifting up to 25 pounds, keyboarding, and working in close proximity to others.
• Exposure to some environmental conditions such as uneven ground, dust, fumes, biohazards, and noise may occur.
• The role does not involve climbing, crawling, or working at heights .