"Alerted.org

Job Description

Role Overview: We are hiring a proactive Executive Assistant Operations Coordinator to support the Owner/Director with day-to-day priorities across operations, confidential HR/payroll administration, recruiting coordination, and light marketing and reporting. This role requires someone who can manage up, bring structure to ambiguity, and operate with high discretion. This is a full-time, remote role.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

• Executive Support

• Compliance & Risk Management (Non-Clinical)

• Organize licensing, insurance, and accreditation documentation

• Track Certificates of Insurance and renewal dates

• Maintain secure records in accordance with HIPAA requirements

• Assist with audits, contract reviews, and compliance checklists

• Coordinate required trainings and documentation (e.g., HIPAA, ethics)

• Confidential HR and Payroll Administration:

• Support payroll processing and payroll-related administrative workflows with discretion.

• Manage benefits enrollment administration, especially post-90-day enrollments and ongoing updates.

• Maintain HR trackers, onboarding documentation, and compliance-related checklists.

• Support process improvements that reduce manual work and prevent items from slipping.

• Recruiting and Hiring Coordination:

• Coordinate recruiting logistics including interview scheduling and candidate communication.

• Maintain candidate pipelines and trackers in spreadsheets.

• Draft job posts, screening questionnaires, and interview scorecards as needed.

• Support onboarding logistics once hires are made.

• Operations, Reporting, and Metrics:

• Build and maintain spreadsheets for operational tracking, reporting, and basic performance metrics.

• Help organize clinic data so it is usable for decision-making (clean trackers, consistent formats).

• Identify recurring tasks and bottlenecks, propose lightweight systems to streamline.

• Marketing and Outreach Support:

• Support marketing blasts and outreach communications (email campaigns and basic ad coordination as directed).

• Maintain simple marketing calendars and trackers.

• Coordinate with vendors or internal team members to execute campaigns.