Executive Business Operations Specialist

Executive Business Operations Specialist (Project Management)

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.

• 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.

• 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 .

• 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 communication.
• Supports implementation of administrative best practices to improve efficiency.

• 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.

• 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.

• 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 .