Administrative Operations Coordinator

Capital Health is the region's leader in providing progressive, quality patient care with significant investments in our exceptional physicians, nurses and staff, as well as advanced technology. Capital Health is a five-time Magnet-Recognized health system for nursing excellence and is comprised of 2 hospitals. Capital Health Medical Group is made up of more than 250 physicians and other providers who offer primary and specialty care, as well as hospital-based services, to patients throughout the region.

Capital Health recognizes that attracting the best talent is key to our strategy and success as an organization. As a result, we aim for flexibility in structuring competitive compensation offers to ensure we can attract the best candidates.

The listed pay range or pay rate reflects compensation for a full-time equivalent (1.0 FTE) position. Actual compensation may differ depending on assigned hours and position status (e.g., part-time).

Pay Range:

$68,577.60 - $101,333.65

Scheduled Weekly Hours:

40

Position Overview

SUMMARY (BASIC PURPOSE OF THE JOB)

Provides high-level administrative, operational, and project coordination support to executive leaders. Assists in managing executive workflows, coordinating strategic activities, and ensuring efficient operations across the Executive Office. Exercises independent judgment, manages complex priorities, and serves as a critical liaison between executive leadership, directors, staff across departments as well as external stakeholders. Responsibilities include supporting executive communications, coordinating cross-functional tasks, managing administrative processes, and contributing to operational initiatives that enhance executive effectiveness.

MINIMUM REQUIREMENTS

Education:High school diploma or GED. Business school degree or Associate's degree preferred.

Experience:Five years of progressively responsible administrative or operational support experience. Experience supporting senior leaders or executives strongly preferred. Project coordination or operations experience preferred.

Other Credentials:

Knowledge and Skills:Strong organizational, time-management, and prioritization skills. Excellent written and verbal communication abilities. High level of professionalism, confidentiality, and sound judgment. Ability to independently analyze problems, develop solutions, and make recommendations. Strong interpersonal skills and ability to build relationships across all levels.

Special Training:Intermediate knowledge in Microsoft Office including Word, Excel, Outlook, and Power Point required.

Mental, Behavioral and Emotional Abilities:Excellent organizational skills. Meets deadlines. Excellent understanding of English language and has the ability to edit documents and proofread memoranda. Possesses ability to develop rapport with other organization functions and departments.

ESSENTIAL FUNCTIONS

• Supports select members of the executive team with scheduling, communication, logistics, and administrative planning.
• Manages executive calendars, prioritize requests, and ensure alignment with strategic priorities. Makes travel arrangements as needed.
• Prepares high-quality presentations, communications, briefing documents, and reports for executive use.
• Partners closely with the Assistant to the CEO to facilitate operational flow within the Executive Office.
• Coordinates operational activities, workflows, and recurring executive routines. Develops and maintains documentation, workflows, standard operating procedures, and process maps. Identifies opportunities to streamline executive processes and propose improvements.
• May assist with monitoring department budgets, expenses, and operational metrics.
• Coordinates and tracks small to medium-sized projects or components of larger executive initiatives. Monitors project timelines, deliverables, and action items; follow up to ensure completion.
• Conducts research, compiles data, and drafts recommendations to support executive decision-making. Prepares dashboards and summaries related to ongoing operational activities.
• Acts as a liaison between executives, internal departments, and external partners. Manages communication flow, ensuring timely responses and escalation when appropriate. Drafts, edits, and reviews executive correspondence, announcements, and internal communications.
• may assist with planning and coordinating executive meetings, off-sites, retreats, and leadership events. Supports logistics including technology setup, catering, vendor coordination, and space planning.
• Prepares agendas, gather pre-read materials, and document meeting minutes and follo