Senior Administrative and Project Specialist

The Executive Operations & Strategy Specialist serves as a key strategic partner to the Chief Operating Officer, supporting the execution of critical operational priorities and enterprise initiatives. While directly aligned to the COO, this role also provides coordination and support across the broader C-suite and the Office of the President, ensuring alignment, communication, and execution of system-wide priorities.
This role operates at the center of executive operations, driving coordination, accountability, and progress across departments and leadership teams. The Specialist translates strategic direction into actionable plans, ensures disciplined follow-through, and brings structure and clarity to complex, cross-functional work.
This position is ideal for a highly motivated, detail-oriented professional who thrives in a fast-paced, high-accountability environment and is capable of influencing outcomes across all levels of the organization.

Key Responsibilities:
Strategic Execution & Project Leadership
•    Drive coordination and execution of high-priority initiatives led by the COO, with alignment to broader C-suite and Office of the President priorities.
•    Develop and maintain project plans, dashboards, and executive-level status updates to track progress and performance.
•    Translate enterprise strategy into actionable workplans and ensure alignment across departments and leadership.
•    Identify risks, barriers, and dependencies; proactively escalate and propose solutions to maintain momentum.

Operational Performance & Analytics:
•    Support operational performance monitoring by gathering, analyzing, and synthesizing data into actionable insights.
•    Prepare concise, executive-level summaries and recommendations to inform decision-making across the COO, C-suite, and Office of the President.
•    Assist in tracking key performance indicators (KPIs), strategic goals, and enterprise priorities.
•    Partner with operational and executive leaders to ensure accountability and follow-through on performance improvement efforts.

Executive Communications & Coordination:
•    Develop high-quality presentations, briefing materials, and reports for executive leadership, including the COO, C-suite, and Office of the President.
•    Serve as a central coordination point across executive leadership, ensuring alignment, communication, and timely execution of priorities.
•    Manage and prioritize incoming requests to the COO and executive office, ensuring appropriate triage, follow-up, and resolution.
•    Support preparation for executive forums, including board meetings, leadership meetings, and system-wide communications.

Operational Effectiveness & Process Improvement:
•    Identify opportunities to improve workflows, communication, and operational processes across the executive office and broader organization.
•    Establish and maintain structured systems for tracking initiatives, decisions, and follow-ups across the COO, C-suite, and Office of the President.
•    Support cross-functional initiatives, vendor coordination, and operational priorities as assigned.
•    Lead or support efforts that enhance efficiency, reduce waste, and strengthen organizational performance.
 

Education:

•    Bachelor’s degree in Business Administration, Healthcare Administration, or other field

Required:

•    5+ years of experience in operations, project management, or executive-level support within a complex organization.
•    Demonstrated ability to manage and execute multiple high-priority initiatives simultaneously.
•    Strong analytical and problem-solving skills with the ability to synthesize complex information.
•    Excellent written and verbal communication skills, particularly for executive audiences.
•    High level of professionalism, discretion, and sound judgment.
•    Proven ability to work independently, anticipate needs, and drive results.
•    Proficiency in Microsoft Office Suite and collaboration tools (Teams, SharePoint, etc.).

Preferred:
•    Experience in healthcare operations or supporting senior leadership in a health system environment.
•    Familiarity with project management tools (e.g., Asana, Smartsheet, Monday.com).


Key Competencies:
•    Strategic Execution: Translates vision into structured, actionable plans with disciplined follow-through.
•    Analytical Thinking: Uses data to drive insights, decisions, and performance improvement.
•    Executive Communication: Delivers clear, concise, and impactful messaging.
•    Cross-Functional Leadership: Builds