Executive Operations Coordinator

Executive Operations Coordinator Independent Clinics of Washington (ICW) Seattle, WA Job Details Full-time $70,000 - $80,000 a year 10 hours ago Benefits Health insurance Dental insurance 401(k) Tuition reimbursement Paid time off Vision insurance 401(k) matching Flexible schedule Life insurance Qualifications Microsoft Excel Microsoft Outlook Expense management Executive administrative support Task prioritization Accounting Organizational skills Escalation handling Full Job Description Job Summary We are looking for a highly organized, proactive, and dependable Executive Operations Coordinator to help keep day-to-day operations, communication, and priorities moving forward efficiently. This role is ideal for someone who naturally creates structure, keeps track of moving pieces, follows through consistently, and helps ensure important items do not fall through the cracks. The position will provide direct support to leadership through calendar management, meeting coordination, action-item tracking, communication follow-up, and operational support, while also assisting with administrative accounting and bookkeeping-related tasks. This is not a passive administrative role. We are looking for someone with strong organizational and operational coordination experience who can independently manage priorities, drive follow-through, and help leadership stay focused and organized in a fast-moving environment. Who We Are Independent Clinics of Washington (ICW) is an alliance of local healthcare providers dedicated to offering Medicaid and Medicare patients high quality, individualized care, while helping independent practices stay independent. ICW helps local providers build their practices and care for their patients by managing administrative tasks, negotiating rates with plans, cutting red tape for faster claims processing, minimal authorization requirements, advocating for patients, connecting local providers in a supportive network, and more. Key Responsibilities Executive & Operational Support Manage the CEO's calendar, including scheduling, prioritization, and preparation of briefing materials to support effective meetings and commitments. Support leadership by attending meetings, taking detailed notes, and tracking follow up on action items. Set up and maintain tracking tools (task lists, project trackers, shared calendars, or simple workflow systems) to help the team stay organized and ensure tasks and deliverables are completed. Draft, edit, and distribute executive communications, meeting summaries, and presentations for internal and external stakeholders. Organize and maintain digital files, shared documents, and operational trackers so staff can easily locate and access up-to-date information. Identify opportunities to improve workflow coordination and help implement consistent processes that reduce confusion and support day-to-day operations. Accounting & Administrative Support Support the daily functions of the accounting team by: Process and track invoices, expenses, deposits, vendor payments, and check runs Assist with payroll coordination, reconciliations, and routine accounting tasks Support month-end accounting processes including prepaid tracking and accrual support Maintain organized financial records and supporting documentation using basic accounting principles Required Knowledge, Skills, and Abilities 3-5 years of experience in operations coordination, executive support, office management, accounting support, or similar operational roles Basic understanding of accounting concepts such as reconciliations, accruals, prepaid expenses, and expense tracking Strong organizational skills with excellent attention to detail and follow-through Exercises sound judgment and situational awareness when handling sensitive information, maintaining strict confidentiality and knowing when to escalate issues Ability to manage multiple recurring deadlines, priorities, and operational tasks simultaneously Strong written and verbal communication skills with attention to detail and follow-through Strong proficiency in Microsoft Office, Outlook, and Excel Ability to work independently with minimal day-to-day supervision Preferred Qualifications Background supporting executive leadership or senior management teams Healthcare, insurance, or other regulated industry experience Exposure to payroll, compliance, audit, or month-end administrative processes Process-minded with an interest in improving organization and workflow efficiency Comfortable working in a remote or hybrid environment As part of the ICW team, you will receive: Competitive salary and comprehensive benefit package Opportunities for professional growth Work-life balance with flexible scheduling options Fully remote position; occasional in-person meetings required throughout the year (quarterly) Equipment Requirements Employees are required to use their own monitors, headset, and camera; a company-provided PC will be issued. Note The statements herein are intended to describe the general nature and level of work being performed by employees in this position and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Job Type:

Full-time Pay:

$70,000.00 - $80,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible schedule Health insurance Life insurance Paid time off Tuition reimbursement Vision insurance Application Question(s): Do you live in Washington state? Describe how you manage multiple deadlines, action items, and ongoing responsibilities. What tools or methods do you use to stay organized and ensure nothing falls through the cracks? What accounting or bookkeeping-related responsibilities have you supported, such as invoice processing, reconciliations, payroll support, prepaid expenses, or accruals?

Work Location:

Hybrid remote in Seattle, WA 98124