Executive Assistant & Project Coordinator, Operations | UMC Physicians

Executive Assistant & Project Coordinator, Operations

Join UMC Physicians: Where Employee Satisfaction Soars at 96%!

About Us: We are a leading healthcare organization committed to delivering exceptional patient care and operational excellence. Our executive team drives strategic initiatives that impact the entire organization, and we are seeking a dynamic professional to join us in a pivotal support role.

Job Description: The Executive Assistant & Project Coordinator provides high-level administrative and operational support to the Vice President/COO and assists Operations Directors. This role combines traditional executive assistance with project management and event coordination responsibilities, ensuring seamless execution of strategic initiatives and organizational priorities.

Availability Requirements:

• Ability to work 40 hours per week
• 8am-5pm Monday-Thursday, 8am-12pm Friday

Our Mission: To improve the quality of life for our community by providing the best patient experience for every patient. Our Vision: To be the best place to work and the best place to receive healthcare.

Benefits: UMC Physicians offers a comprehensive benefits package to eligible full-time employees. Benefits include:

• Paid Time Off
• Sick Pay
• Medical, Dental and Vision Insurance
• Employer Paid Group Life and Voluntary Life Insurance
• Short Term Disability Insurance
• Long Term Disability (after 2 years of employment)
• Critical Illness, Accident and Cancer Insurance
• Health Care and Dependent Care Spending Accounts
• 401K Retirement Plan with Company Match
• Employee Assistance Program
• Note: Some benefits require an employee contribution to participate.

Essential Functions:

• Executive Support
• Manage and optimize the VP/COO's calendar, schedule meetings, and coordinate travel arrangements.
• Screen and prioritize phone calls, emails, and correspondence.
• Prepare meeting agendas, presentations, and executive reports.
• Project Coordination
• Plan, organize, and track projects across the executive office and operations teams.
• Monitor timelines, deliverables, and ensure follow-up on action items.
• Serve as a liaison between the VP/COO and Operations Directors for project updates.
• Event & Meeting Management
• Coordinate large-scale meetings, conferences, and organizational events.
• Handle logistics including venue selection, catering, technology setup, and attendee communication.
• Operational Support
• Provide administrative assistance to Operations Directors as needed.
• Support process improvement initiatives and help streamline workflows.
• Maintain confidentiality and exercise discretion in handling sensitive information.

Knowledge/Skills/Abilities:

• Strategic thinking and problem-solving.
• High attention to detail and accuracy.
• Professionalism and discretion.
• Adaptability and ability to manage competing priorities.

Qualifications:

• Bachelor's degree preferred or equivalent experience.
• 5+ years of experience as an Executive Assistant or in a similar role.
• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and project management tools (e.g., Asana, Trello).
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Healthcare industry experience preferred.

Environmental Conditions: Works in well-lighted, heated and ventilated building. Exposure to blood borne pathogens are of low risk.

Limitations and disclaimer: The above job description is meant to describe the general nature of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Why Join Us?

• Opportunity to work closely with executive leadership and influence organizational success.
• Collaborative and mission-driven work environment.
• Competitive compensation and comprehensive benefits package.