The posting
Full Time Executive Operations Assistant
The Executive Operations Assistant performs advanced administrative, operational, and analytical support functions for the RTC - Group President, OBOT – Group President, as well as the leadership team. This role serves as a central coordination point across field operations, supporting Regional Directors of Operations, SVP leadership, and program teams in the preparation, management, and execution of key reports, processes, and initiatives.
The position is responsible for ensuring consistency, accuracy, and timeliness of operational reporting, facilitating executive workflows, and supporting strategic and project-based work across the organization. This role requires a high level of discretion, organization, and the ability to manage multiple priorities in a fast-paced environment.
Essential Job Functions Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Provide high-level administrative and operational support to the Group Presidents and operations leadership team
- Manage calendar coordination, travel arrangements, and expense reporting for the Group Presidents
- Act as a central coordination point for executive operations, ensuring alignment across the departments that roll up to the Group Presidents
- Anticipate executive needs and proactively support leadership to improve efficiency and effectiveness of operations
- Route and track approvals, signatures, and key documentation including personnel actions, bonus plans, credentialing, and licensing
- Facilitate executive workflows by managing tracking tools, deadlines, and deliverables across multiple stakeholders
- Coordinate and support the preparation, compilation, and distribution of recurring operational reports, performance metrics, and leadership materials
- Assist in maintaining reporting systems, tools, and databases to ensure data accuracy, consistency, and usability
- Collaborate with field leadership to gather, validate, and update operational data and reporting inputs
- Coordinate with vendors for move out services, repair services, damage remediation, and other services as needed
- Support standardization and continuous improvement of reporting, tools, and operational processes across regions
- Identify gaps or inefficiencies in workflows and reporting and recommend solutions to improve performance and scalability
- Support the development, tracking, and execution of operational initiatives, leadership deliverables, and special projects
- Assist in preparing executive-level materials for leadership meetings, board discussions, and strategic initiatives
- Ensure documentation, tracking tools, and shared resources (including SharePoint) are organized, current, and accessible
- Coordinate executive and staff travel logistics through the designated travel platform and vendors, ensuring efficiency and adherence to company guidelines
- Oversee and coordinate operational equipment needs across programs, including tracking, maintenance, and replacement processes
- Manage the routing and execution of required executive documentation, including obtaining and coordinating necessary signatures in a timely manner
- Coordinate onsite meetings and leadership events, including logistics, scheduling, and vendor arrangements
- Support training and guidance for field teams on reporting tools, trackers, and operational processes
- Coordinate logistics and operational needs across programs, including equipment, materials, and system access
- Maintain a high level of confidentiality and discretion when handling sensitive business and personnel information
- Meet tight deadlines while managing competing priorities across multiple stakeholders
- Interact with all staff in a positive and professional manner, supporting the Company’s mission and operational goals
- Adhere to all company policies, procedures, and code of conduct expectations
- Maintain regular and reliable attendance
- Perform other duties, as assigned
Minimum Qualifications
- High school diploma or equivalent required; Bachelor’s degree preferred
- Minimum of 3 years of experience in an administrative, operations, or project coordination role Advanced proficiency in Microsoft Office, including Excel (e.g., formulas, data analysis, reporting), Word, and PowerPoint
- Strong organizational, analytical, and problem-solving skills
- Ability to maintain business records and documentation in a systematic and organized manner
- Excellent communication skills, both written and verbal
- Ability to work independently with minimal supervision while managing multiple priorities
- Demonstrated ability to establish and maintain effective working relationships across all levels of the organization
- Satisfactory references from employers and/or professional peers
- Satisfactory criminal background check
- Satisfactory drug screen
Benefits
- Competitive salary
- Comprehensive benefits package including medical, dental, vision and 401(K)
- Generous paid time off accrual
- Excellent growth and development opportunities
- Satisfying and rewarding work striving to overcome the opioid epidemic
Here is what you can expect from us:
BayMark Health Services specializes in the treatment of opioid addiction. BayMark Health Services provides medication-assisted treatment services in a variety of modalities and settings through our divisions: BAART Community HealthCare, Health Care Resource Centers and MedMark Services, Inc. BayMark Health Services, also provides traditional primary health care services, as well as integrated primary care, in select locations.
BayMark Health Services is committed to Equal Employment Opportunity (EEO) and to compliance with all Federal, State and local laws that prohibit employment discrimination on the basis of race, color, age, natural origin, ethnicity, religion, gender, pregnancy, marital status, sexual orientation, citizenship, genetic disposition, disability or veteran’s status or any other classification protected by State/Federal laws.
