Executive Operations Coordinator

Position Title: Executive Operations Coordinator

Department: Executive Operations

Reports To: Chief Executive Officer or Designee

FLSA Status: Non-Exempt

Position Type: Full-Time

Work Location: Remote

Position Summary:

The Executive Operations Coordinator provides administrative and operational support to the Med Ops Staffing executive team. The position helps manage employee credentialing, new-hire onboarding, HR and payroll system records, spreadsheets, and assigned projects.

This is a highly task-oriented role and serves as a go-to resource for work assigned by the executive team. Success requires strong follow-through, accurate record keeping, professional communication, and the ability to work independently in a remote environment while protecting confidential information.

Essential Duties and Responsibilities

Executive Team Support

• Receive, prioritize, and complete assignments from members of the executive team.
• Maintain task lists, deadlines, follow-up items, and status updates so assigned work is completed on time.
• Prepare correspondence, reports, meeting materials, forms, and other business documents.
• Assist with scheduling, meeting coordination, and recurring administrative processes as assigned.

Employee Credentialing

• Collect and verify employee licenses, certifications, and other required credentials against company, position, and client requirements.
• Maintain credentialing trackers and monitor expiration dates, missing records, and renewal requirements.
• Follow up with employees and internal teams regarding incomplete, expired, or inconsistent information.
• Escalate credentialing concerns promptly and maintain accurate, organized electronic records.

Onboarding and Paylocity Support

• Assist new employees throughout onboarding and clearly communicate requirements, deadlines, and next steps.
• Create, update, and maintain employee records, documents, and workflows in Paylocity within authorized access levels.
• Monitor onboarding and employee-record completion and follow up on incomplete forms, acknowledgments, and assigned tasks.
• Coordinate with recruiting, compliance, payroll, workforce partnerships, and leadership to support timely onboarding.

Spreadsheet and Data Management

• Create, update, and review Excel spreadsheets used for onboarding, credentialing, staffing, reporting, and executive projects.
• Use sorting, filtering, formulas, data validation, and other spreadsheet tools to organize and review information.
• Reconcile information from multiple sources, identify errors or missing data, and maintain organized files and version control.

Administrative Operations and Confidentiality

• Handle employee, payroll, client, and company information with appropriate confidentiality and discretion.
• Follow company policies and established procedures when accessing, storing, or sharing sensitive information.
• Identify administrative gaps and recommend practical improvements to recurring processes and tracking systems.
• Respond professionally and promptly to employees, executives, clients, and business partners.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in administrative support, executive support, human resources, onboarding, credentialing, or operations.
• Working knowledge of Microsoft Excel, including organizing data, sorting, filtering, and using basic formulas.
• Strong communication and attention to detail, with the ability to manage multiple assignments, meet deadlines, and work independently.
• Ability to handle confidential information appropriately and maintain reliable attendance in a remote environment.

Preferred Qualifications

• Two or more years of administrative, HR, credentialing, onboarding, or executive-support experience.
• Experience using Paylocity or another HR and payroll information system.
• Intermediate Excel skills, including formulas, conditional formatting, data validation, and pivot tables.
• Experience in healthcare, EMS, medical staffing, or another regulated industry.

Key Competencies

• Highly organized, task-oriented, dependable, and accountable.
• Strong follow-through, time management, and problem-solving skills.
• Comfortable asking questions when direction or information is unclear.
• Able to adjust quickly as company needs and executive priorities change.

Compensation and Benefits

• Hourly compensation as stated in the employee's offer letter.
• Eligibility for company benefits is subject to the terms, conditions, and waiting periods of the applicable benefit plans.

Work Environment

• Remote position requiring reliable internet access, a professional workspace, and consistent availability during scheduled working hours.
• Regular use of a computer, telephone, video meetings, email, spreadsheets, Paylocity, and other online business systems.

Physical Requirements

• Ability to remain seated or standing and work at a computer for extended periods.
• Ability to communicate by telephone, video meeting, email, and other electronic systems.
• Reasonable accommodations may be provided to qualified individuals with disabilities in accordance with applicable law.

Disclaimer: This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of Med Ops Staffing. Duties may change as business needs evolve. This document does not create a contract of employment or alter the at-will employment relationship, where permitted by applicable law.