Description
You are applying for a position through Medix, a staffing agency. The actual posting represents a position at one of our clients.
We are seeking a highly organized and analytical Executive Assistant to support the VP of Operations for a rapidly growing healthcare organization. This role goes beyond traditional administrative support, blending executive partnership with operational coordination and data-driven insights to help drive efficiency, compliance, and high-quality patient care.
The ideal candidate is proactive, detail-oriented, and comfortable working with data, reporting, and cross-functional teams in a regulated healthcare environment.
Location: Plano, Tx - (Fully on-site)
Key Responsibilities
Executive Support
- Manage complex calendars, scheduling priorities, and meeting coordination across clinical and operational teams
- Prepare agendas, presentations, and briefing materials for leadership meetings
- Handle confidential information with a high level of discretion, including patient-sensitive and operational data
- Coordinate travel, expense reporting, and administrative logistics
Operational & Data Support
- Maintain and update operational dashboards (patient volumes, intake metrics, turnaround times, delivery performance)
- Analyze data to identify trends, bottlenecks, and opportunities for improvement
- Support weekly/monthly reporting and operational reviews
- Track key performance indicators (KPIs) related to service quality, compliance, and efficiency
Compliance & Documentation
- Support regulatory documentation and tracking (e.g., HIPAA, accreditation standards, internal audits)
- Maintain organized records of policies, procedures, and workflows
- Assist with audit preparation and follow-up activities
Project & Cross-Functional Coordination
- Track initiatives across intake, clinical coordination, operations, and logistics
- Partner with cross-functional teams (clinical, billing, supply chain) to ensure alignment and execution
- Monitor action items and ensure deadlines are met
Qualifications
- Experience as an Executive Assistant, Operations Coordinator, or similar role in healthcare or a regulated industry
- Strong Excel or Google Sheets skills (pivot tables, lookups, data analysis); BI tools are a plus
- Experience supporting reporting, dashboards, or operational analytics
- Familiarity with healthcare operations and compliance (e.g., HIPAA)
- Exceptional organization, multitasking, and prioritization skills
- Strong communication skills with the ability to work cross-functionally
- High level of professionalism and discretion
Preferred Qualifications
- Experience in specialty pharmacy, infusion services, or care delivery
- Exposure to EMR/EHR or pharmacy management systems
- Familiarity with reimbursement workflows (insurance verification, prior authorizations, billing)
- Experience with project management tools (e.g., Monday.com)
*We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA).
*As a job position within our Insurance division, a successful completion of a background check may be required as a condition of employment. This requirement is directly related to essential job functions including but not limited to: accessing medical and confidential records, verifying financial information, and working within departments that care for vulnerable populations, such as, minors, elderly and those with physical or mental disabilities. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients
