Job Summary Meridian Concierge Health is seeking a highly organized, proactive, and trustworthy Executive Assistant & Business Operations Manager to support the owner and oversee the daily administrative operations of a growing concierge healthcare practice. This hybrid position combines executive and personal assistance with business and office management. The right candidate will help keep the owner organized, ensure staff members remain accountable, manage competing priorities, and identify operational issues before they require the owner's involvement. This is not a passive administrative role. We need someone who takes ownership, follows through consistently, communicates clearly, and knows how to bring structure to a fast-moving business. Business Operations Responsibilities Oversee daily administrative and operational workflows Coordinate staff schedules, appointments, meetings, and priorities Lead brief team huddles and communicate daily expectations Follow up with team members to ensure assignments are completed Monitor patient scheduling, follow-ups, refill workflows, and outstanding administrative tasks Help maintain organized patient and operational trackers Ensure communication is properly routed through approved business systems Assist with billing follow-up, payment forms, invoices, and account reconciliation Coordinate with vendors, laboratories, pharmacies, software companies, and other business partners Monitor inventory and coordinate office and clinical supply orders Assist with hiring, onboarding, payroll administration, and employee documentation Maintain policies, procedures, forms, and internal operating documents Track deadlines, renewals, registrations, contracts, and compliance-related tasks Prepare reports and provide the owner with concise operational updates Identify recurring problems and help create systems that prevent them Protect confidential patient, employee, financial, and business information Executive and Personal Assistant Responsibilities Manage the owner's calendar, appointments, meetings, and reminders Organize daily and weekly priorities Help separate urgent issues from matters that can be delegated Manage emails, calls, documents, and follow-up items as directed Coordinate travel, reservations, errands, and occasional personal appointments Prepare agendas and organize information before meetings Track commitments and ensure important deadlines are not missed Help protect the owner's time by filtering unnecessary interruptions Handle sensitive personal and business matters with discretion Provide general administrative and organizational support as needed Ideal Candidate Extremely organized and dependable Proactive and able to anticipate what needs attention Comfortable holding team members accountable professionally Confident communicating with employees, patients, vendors, and business partners Able to work independently without needing constant direction Strong judgment and problem-solving ability Calm and effective in a fast-paced environment Comfortable managing both business and personal responsibilities Able to prioritize multiple assignments without losing track of details Trustworthy with confidential and sensitive information Willing to take responsibility and follow every task through completion Qualifications At least three years of experience in executive assistance, office management, operations management, or a similar role Healthcare, medical-office, concierge-service, or wellness-practice experience is strongly preferred Strong written and verbal communication skills Experience managing calendars, staff schedules, projects, and administrative systems Proficiency with Google Workspace and AI. Experience with EMRs, payroll systems, CRM platforms, project-management tools, or billing software is preferred Familiarity with HIPAA and healthcare confidentiality standards is preferred Valid driver's license and reliable transportation Ability to work primarily in person in Sarasota What Success Looks Like Within the first 90 days, this person should be able to: Keep the owner's calendar, priorities, and commitments organized Ensure staff members understand and complete their responsibilities Reduce the number of routine operational questions reaching the owner Maintain clear tracking of patients, billing, inventory, and follow-up tasks Identify problems early and present possible solutions Create enough structure for the business to operate consistently without the owner overseeing every detail

Pay:

$23.23 - $33.00 per hour Expected hours: 21.0 - 32.0 per week

Work Location:

In person