Remote Executive Assistant & Operations Coordinator

Skin & Aesthetic Centers; Birmingham (AL); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Skin and Aesthetics Center is seeking an Executive Assistant / Operations Coordinator to support the CEO and CFO, manage calendars, correspondence, meeting prep, and serve as a liaison across HR, Finance, and Operations for provider recruiting and company initiatives.

This remote position emphasizes organization, discretion, and the ability to handle multiple moving parts, from board-level agendas to vendor renewals.

Qualifications

• Associate degree in Business Administration, Healthcare Administration, or related field.
• Minimum of three years as an executive assistant supporting senior leadership or in operations.
• Proficiency in Outlook, Word, Excel, PowerPoint, and Teams, including trackers in Excel.
• Strong written and verbal communication.
• Ability to handle confidential information with discretion.
• Reliable home office setup with high-speed internet for remote work.

Responsibilities

• Manage complex calendars for the CEO and CFO, across locations and time zones.
• Triage incoming requests, correspondence, and inquiries; prioritize, route, and close the loop for leadership.
• Prepare agendas, materials, and follow-up notes for leadership meetings and events.
• Track executive-level action items and ensure timely follow-through.
• Coordinate travel, itineraries, expense reports, and logistics for executive visits and meetings.
• Serve as a communication link between the CEO/CFO and HR, Finance, Operations on initiatives.
• Maintain the Operations project tracker, monitoring owners, deadlines, and status; report progress to leadership.
• Provide administrative and project support to Practice Managers, including scheduling and vendor coordination.
• Support readiness for new locations, provider additions, and transitions by tracking tasks and handoffs.
• Prepare and maintain operational reports, trackers, and presentations for leadership review.
• Keep shared files, templates, and SOPs organized and current.
• Coordinate interview scheduling and communication for provider candidates with Leadership and Talent Acquisition.
• Support onboarding logistics for new providers and managers with HR, IT, and Operations.
• Maintain archives of executive documents, templates, SOPs, and practice materials.
• Track key operational dates and notify departments ahead of deadlines.
• Deliver concierge-level experiences to internal and external contacts.
• Other duties as assigned to support clinical operations.

Skills

Calendar mgmt

Communication

Discretion

Remote work

MS Office

Organization

Education

Associate degree

Bachelor’s degree (preferred)

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Teams

Job description

Skin and Aesthetics Center is seeking an Executive Assistant / Operations Coordinator to support the CEO and CFO, manage calendars, correspondence, meeting prep, and serve as a liaison across HR, Finance, and Operations for provider recruiting and company initiatives.

This remote position emphasizes organization, discretion, and the ability to handle multiple moving parts, from board-level agendas to vendor renewals.