Executive Operations Coordinator – Infusion Pharmacy

Job Overview

We are seeking a highly detail\-oriented, tech\-savvy, and trustworthy Executive Operations Coordinator to support our executive leadership team and oversee day\-to\-day operations of our infusion pharmacy. This role blends administrative excellence with financial and compliance oversight, and requires a driven self\-starter who thrives in a fast\-paced healthcare environment. Ideal candidate will possess strong multitasking abilities and a keen attention to detail, ensuring that all administrative functions run smoothly. This role is essential for maintaining effective communication and coordination across various departments while managing sensitive information with discretion.

Key Responsibilities: Executive \& Administrative Support:

• Provide high\-level support to executive leadership, including scheduling, internal communication, and task follow\-through
• Maintain confidentiality while handling sensitive company and employee information
• Draft communications, manage internal updates, and organize meetings or reports

Finance \& Accounting:

• Perform accurate bookkeeping, invoicing, payment verification, and payroll preparation using QuickBooks
• Reconcile expenses and manage monthly and quarterly financial reports
• Track budgets and assist with vendor billing and contracts

HR \& Compliance:

• Support recruitment, hiring, onboarding, and maintenance of personnel files
• Maintain up\-to\-date licensure records, compliance logs, and training documentation
• Prepare for audits and uphold HIPAA, DEA, and state pharmacy board regulations

Marketing \& Event Management:

• Coordinate small\-scale marketing initiatives including digital outreach, newsletters, and community engagement
• Assist in managing the pharmacy's online presence (website, social media, review platforms)
• Plan and organize educational or promotional events (in\-person or virtual) in collaboration with leadership
• Track marketing KPIs and prepare engagement reports

Operations \& Project Coordination:

• Optimize internal processes through development of SOPs and tracking systems (Excel, Google Sheets, etc.)
• Act as liaison between pharmacy staff, vendors, and external partners
• Maintain office organization including inventory, supplies, and vendor management

Skills

• Proficiency in using phone systems for effective communication.
• Experience as a personal assistant or in a similar administrative role is preferred.
• Strong project coordination skills with the ability to manage multiple priorities effectively.
• Excellent clerical skills with attention to detail in filing and organizing documents.
• Familiarity with Adobe Sign or similar electronic signature platforms is advantageous.
• Strong proofreading abilities to ensure accuracy in all written communications.
• Competence in data entry tasks with a focus on accuracy and efficiency.

Education \& Experience Requirements:

* Bachelor’s degree in Business Administration, Healthcare Administration, Accounting, or related field (preferred)

• 3\+ years of administrative or operational experience in a healthcare, home health, or pharmacy setting
• Experience with QuickBooks, Excel (advanced formulas, pivot tables, lookups), and cloud\-based tools (Google Workspace, Dropbox, etc.)

Key Competencies:

• Extreme attention to detail and accuracy in financial data
• Highly organized and self\-motivated, able to search for solutions independently
• Tech\-savvy and quick to adapt to new platforms or tools
• Positive attitude, loyalty, and a high level of professional discretion
• Excellent communication and documentation skills
• Strong work ethic, with the ability to prioritize, follow through, and work independently

Key Competencies:

• Extreme attention to detail and accuracy in financial data
• Highly organized and self\-motivated — able to search for solutions independently
• Tech\-savvy and quick to adapt to new platforms or tools
• Positive attitude, loyalty, and a high level of professional discretion
• Excellent communication and documentation skills
• Strong work ethic, with the ability to prioritize, follow through, and work independently

Key Performance Indicators (KPIs):

Within 3 Months:

• Demonstrate proficiency in QuickBooks and Excel\-based reporting tools
• Accurately handle all payment verification and reconciliation tasks
• Maintain up\-to\-date compliance files and employee documentation
• Show initiative in identifying process gaps and proposing improvements
• Earn trust and positive feedback from executive leadership
• Coordinate at least one marketing campaign or community outreach task

Annual Evaluation Points:

• 98–100% accuracy in financial reporting and invoice/payment tracking
• 100% on\-time completion of compliance and audit\-related tasks
• Effective coordination of at least 3 recruitment/onboarding cycles
• Visible impact on internal process improvements (e.g., streamlined SOPs, upgraded tracking systems)
• Execution of at least 2 marketing events or campaigns per year
• Measurable growth in digital engagement (email, social, event participation)
• Positive feedback from staff, executives, and vendors on communication and reliability
• Demonstrated loyalty, confidentiality, and initiative in high\-pressure situations
• Demonstrated problem\-solving initiative

Benefits:

• Competitive salary
• Paid time off (PTO) and holidays
• Professional development opportunities
• Supportive team and growth\-oriented environment

To Apply:

Please submit your resume along with a brief cover letter explaining how your background and skills align with this position. Strong attention to detail and professionalism are key. Candidates may be asked to complete a short Excel and Sharepoint assessment.

We invite motivated individuals who thrive in fast\-paced environments to apply for this exciting opportunity as an Executive Coordinator. Your contributions will be vital in supporting our leadership team and enhancing overall productivity within the organization.

Job Type: Full\-time

Pay: $47,026\.63 \- $56,634\.21 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• No nights
• Weekends as needed

Work Location: In person