About the RoleWe are looking for a proactive highly organised and resourceful Executive Assistant amp Healthcare Operations Coordinator to serve as the clients righthand person across executive assistance recruitment and HR intake and daily business operationsThis is a varied handson role suited to someone who can confidently manage multiple responsibilities anticipate needs solve problems independently and keep daytoday operations running smoothlyThe ideal candidate is more than an administrative assistant They are a dependable critical thinker who takes ownership identifies opportunities for improvement and can move between different business functions with minimal supervision Experience in ABA healthcare operations or medical practice management would be a strong advantageRequirements1 Executive AssistanceProvide direct administrative and operational support to the executiveManage calendars schedule meetings coordinate appointments and organise prioritiesHandle correspondence followups and general administrative tasksPrepare documents maintain records and ensure important tasks and deadlines are trackedAnticipate the executives needs and proactively address outstanding items2 Recruitment amp HR CoordinationSupport recruitment activities including candidate sourcing screening interview scheduling and followupsCoordinate candidate communication and assist with the recruitment process from application through onboardingSupport employee onboarding documentation and HR administrationMaintain accurate candidate and employee recordsAssist with tracking recruitment progress and identifying outstanding hiring needs3 Intake amp Client CoordinationSupport the intake process by managing enquiries collecting information and coordinating next stepsCommunicate professionally with clients families and relevant stakeholdersCoordinate appointments followups and scheduling requirementsMonitor outstanding intake cases and ensure timely followthroughHelp maintain an organised and responsive intake process4 Daily OperationsCoordinate daytoday administrative and operational activities across the businessManage competing priorities while ensuring deadlines and responsibilities are metIdentify operational gaps resolve routine issues and escalate more complex matters appropriatelyMaintain trackers reports documentation and internal systemsCommunicate with internal teams to ensure tasks are completed and information flows effectivelyTake ownership of projects followups and process improvements as neededMinimum Requirements35 years of relevant experience in executive assistance healthcare or ABA operations recruitment HR coordination practice management or a similar roleProven ability to manage multiple responsibilities across different business functionsExcellent organisational timemanagement and prioritisation skillsStrong critical thinking problemsolving and decisionmaking abilitiesExcellent written and verbal English communication skillsA proactive accountable approach with the ability to work independently and with minimal supervisionStrong attention to detail and consistent followthroughConfidence using digital tools scheduling platforms spreadsheets and administrative systemsAbility to work in a remote environment and manage responsibilities reliablyPreferred ExperiencePrevious experience in ABA behavioural health healthcare operations or medical practice managementExperience supporting an executive or business owner directlyExposure to recruitment talent acquisition HR administration and employee onboardingExperience with client intake appointment scheduling and case coordinationFamiliarity with healthcare management systems applicant tracking systems ATS CRMs and workflow toolsIdeal Candidate ProfileThe successful candidate will be a dependable solutionsoriented professional who enjoys variety and takes pride in keeping a business organised and moving forwardThey should be comfortable switching between executive support recruitment intake and operations without losing track of priorities They will be able to identify what needs attention take initiative communicate clearly and follow tasks through to completion without needing constant directionWe are open to candidates with different strengths including experienced executive assistants ABA operations coordinators and medical practice managers The priority is finding someone versatile resourceful and capable of becoming a trusted righthand person to the client
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