Executive Assistant & Project Specialist

Summary

The Executive Assistant & Project Specialist provides high-level administrative support to the Chief Operating Officer and business unit leaders and coordinates projects and operational initiatives across Statim Rx and Statim Logistics. This role helps organize priorities, maintain effective communication, track deliverables, and support a consistent client and contractor experience.

The position works closely with Operations, Client Services, Sales, Finance, Technology, and other business partners to coordinate meetings, prepare materials, document decisions, support implementations, improve processes, and ensure follow-up on key commitments. This is an individual contributor role with no direct people-management responsibilities.

Essential Duties and Responsibilities

This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time.

Executive Support & Coordination

Project Coordination & Implementation Support

• Coordinate assigned projects and client or contractor onboarding activities from planning through completion.
• Maintain project plans, timelines, task lists, status updates, documentation, and shared resources.
• Communicate with internal and external stakeholders regarding requirements, deadlines, risks, and outstanding items.
• Escalate delays, competing priorities, and issues to the appropriate leader and assist with resolution.

Client & Business Support

• Support preparation for client meetings, business reviews, implementation discussions, and internal planning sessions.
• Compile reports, presentation materials, performance information, and supporting documentation.
• Track client requests, commitments, and follow-up items and coordinate responses with the appropriate teams.

Reporting & Process Improvement

• Maintain routine dashboards, trackers, and status reports for operational and project activities.
• Collect, organize, and validate information used to monitor implementation, service, compliance, recruitment, and operational performance.
• Identify recurring administrative or process issues and recommend practical improvements.
• Assist with documenting standard operating procedures and implementing approved process changes.

Cross-Functional Collaboration

• Build effective working relationships across departments and with external business partners.
• Coordinate information and handoffs among teams to support timely, accurate execution.
• Adapt to changing priorities and support business and change-management initiatives as assigned.
• Maintain the confidentiality of information processed.
• Follow company policies and procedures
• Perform other duties and responsibilities as requested or required.

Qualifications

Associate or bachelor’s degree in Business Administration, Communications, Project Management, Healthcare Administration, Operations Management, or a related field preferred; an equivalent combination of education and relevant experience will be considered. Two (2) to five (5) years of experience in executive support, project coordination, operations, client services, or a related professional role is preferred. Proficiency with Microsoft Outlook, Excel, Word, PowerPoint, and collaboration or project-tracking tools is…