Business Operations Coordinator

City/State

Virginia Beach, VA

Work Shift

First (Days)

Overview:

Overview

The Business Office Coordinator provides operational and administrative support to the Executive Recruitment team, ensuring seamless execution of daily functions and high-touch candidate experiences. This role serves as a key connector across leadership, internal stakeholders, and external vendors to support executive-level search activity, financial processes, and program coordination.

The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, professional environment where discretion, precision, and customer service are essential.

Key Responsibilities

Operational & Administrative Support

* Support the day-to-day functions of the Executive Recruitment operations team, ensuring efficient workflows and timely completion of deliverables

* Coordinate complex interview scheduling for executive candidates, including managing calendars, travel logistics, and communication with internal and external stakeholders

* Assist in planning and execution of recruitment-related meetings, events, and initiatives

Financial & Vendor Management

* Process invoices accurately and in a timely manner, ensuring compliance with organizational policies

* Partner with vendors (e.g., search firms, relocation providers, agencies) to facilitate services and resolve issues

* Track expenses and support budget monitoring activities as needed

Relocation Coordination

* Manage relocation logistics for executive candidates and hires, serving as liaison between candidates and relocation vendors

* Ensure a smooth, concierge-level relocation experience aligned with organizational standards

Reporting & Analytics

* Maintain and update reporting spreadsheets and tracking tools related to executive searches and operational metrics

* Design and prepare moderately complex reports, dashboards, and presentations using Microsoft Office applications and other business systems

* Provide data insights to support decision-making and improve operational effectiveness

Program & Project Support

* Work alongside department leadership to support planning, implementation, and monitoring of department initiatives and programs

* Provide consultation and education to internal stakeholders on processes, policies, and tools related to executive recruitment operations

Collaboration & Communication

* Build effective working relationships with department leadership, cross-functional teams, and external stakeholders

* Contribute to continuous improvement efforts by identifying opportunities to enhance processes, efficiency, and service delivery

Qualifications

Education & Experience

* High school diploma

* 2+ years of experience in administrative, operations, coordination, or similar support role; healthcare or executive recruitment experience preferred

Skills & Competencies

* Strong organizational and time management skills with the ability to manage multiple priorities

* High attention to detail and accuracy, particularly in financial processing and reporting

* Exceptional communication and interpersonal skills

* Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

* Experience working with databases, reporting tools, or applicant tracking systems preferred

* Ability to handle sensitive and confidential information with professionalism and discretion

Location:

This position is remote in Hampton Roads, Virginia or remote from one of the states where Sentara is registered to hire a remote worker (see list).

Benefits:
Caring For Your Family and Your Career

* Medical, Dental, Vision plans

* Adoption, Fertility and Surrogacy Reimbursement up to $10,000

* Paid Time Off and Sick Leave

* Paid Parental & Family Caregiver Leave

* Emergency Backup Care

* Long-Term, Short-Term Disability, and Critical Illness plans

* Life Insurance

* 401k/403B with Employer Match

* Tuition Assistance - $5,250/year and discounted educational opportunities through Guild Education

* Student Debt Pay Down - $10,000

* Reimbursement for certifications and free access to complete CEUs and professional development

* Pet Insurance

* Legal Resources Plan

* Colleagues have the opportunity to earn an annual discretionary bonus…