Health Business Solutions LLC

The Executive Administrative Assistant provides high-level, specialized administrative and operational support to a Senior Director or higher overseeing complex, multi-client hospital outsourcing operations. This role serves as a critical operational extension of the executive, managing competing priorities across multiple hospital clients, offshore teams, and technology platforms. Responsibilities include advanced calendar and email management across multiple Outlook environments, coordination of client-specific software access (EMR, billing, and operational platforms), and facilitation of communication between U.S.-based hospital leadership and offshore support teams.

The ideal candidate has prior experience supporting mid- to senior-level hospital executives in a healthcare environment, possesses a working understanding of U.S. hospital administrative and reimbursement structures, and has demonstrated success working within offshore or BPO-supported operating models. This role requires exceptional organization, discretion, technical fluency, and the ability to operate independently in a fast-paced, highly regulated healthcare environment.

Education and Experience

• Bachelor's degree in Healthcare Administration, Business Administration, Health Information Management, or a related field preferred; equivalent experience may be considered.
• 5+ years of executive administrative support experience in a healthcare setting, with direct support of mid- to senior-level hospital or health system leaders strongly preferred.
• Demonstrated experience supporting executives who oversee offshore or remote operational teams, including coordination across time zones and cultures.
• Prior exposure to U.S. hospital operations, revenue cycle, utilization management, case management, or financial services environments required.
• Experience managing multiple client environments, including separate email accounts, calendars, software platforms, and access credentials.
• Familiarity with hospital EMR, billing, or revenue cycle systems (e.g., Epic, Cerner, Meditech, or comparable platforms).
• Bonus if candidate possesses experience in healthcare BPO organizations, offshore service delivery models, or payer/provider administrative operations.
• Strong proficiency with Microsoft Suite (Word, PowerPoint, Excel), Teams, SharePoint, and document management tools in multi-tenant environments.

Knowledge

• Working knowledge of U.S. hospital administrative structures, including clinical, financial, and operational leadership hierarchies.

• Foundational understanding of the U.S. insurance reimbursement system, including Medicare, Medicaid, and commercial payer constructs.
• Knowledge of healthcare compliance considerations, including HIPAA, data access controls, and information security standards.
• Understanding of offshore outsourcing models, including role delineation, service-level expectations, and operational governance.
• Awareness of revenue cycle and utilization-related workflows sufficient to anticipate executive support needs and operational dependencies.
• Exceptional organizational and time-management skills to manage high volumes of competing priorities across multiple clients and platforms.
• Strong written and verbal communication skills with the ability to interface professionally with hospital executives, physicians, offshore leaders, and internal teams.
• Technical aptitude to manage user access, permissions, and navigation across EMR, billing, and client-specific operational software platforms.
• High level of discretion, judgment, and professionalism when handling sensitive clinical, financial, and personnel-related information.
• Ability to work independently in a remote environment, anticipate executive needs, and proactively resolve issues before escalation.
• Cross-cultural collaboration skills to effectively support offshore teams and facilitate seamless executive communication.
• Problem-solving skills to navigate ambiguity, shifting priorities, and complex operational environments with minimal direction.
• Provide comprehensive executive administrative support to the Senior Director or higher, including complex scheduling, meeting coordination, and priority management across multiple clients.
• Manage multiple Outlook email accounts and calendars, including client-specific inboxes, executive correspondence, and coordination across internal and external stakeholders.
• Serve as the primary administrative liaison between the executive, U.S.-based hospital clients, and offshore operational teams.
• Coordinate and maintain access to multiple client-specific software platforms, including EMRs, billing systems, operational tools, and secure portals.
• Track and manage user accounts, permissions, onboarding, and offboarding activities for executive-facing client systems in collaboration with IT and client contacts.
• Prepare, organize, and distribute executive materials including agendas, presentations, reports, meeting minutes, and operational documentation.
• Facilitate recurring operational, client, and leadership meetings, including scheduling across time zones, agenda preparation, and follow-up action tracking.
• Support communication workflows related to offshore operations, including documentation routing, issue tracking, and executive-level escalations.
• Maintain accurate records, files, and documentation in compliance with client, corporate, and regulatory requirements.
• Anticipate executive needs related to client deliverables, operational milestones, and stakeholder communications, proactively addressing gaps or risks.
• Assist with coordination of client onboarding, contract-related administrative tasks, and operational readiness activities.
• Support ad hoc projects related to revenue cycle operations, outsourcing governance, and executive initiatives as assigned.
• Ensure consistent, professional representation of the organization in all executive communications with clients, partners, and internal teams.

Skills

• Advanced executive-level calendar and inbox management across multiple Outlook accounts, including prioritization, delegation, and proactive conflict resolution.

Work Context

This role supports a fully remote executive overseeing U.S. hospital clients and offshore operational teams, requiring flexibility across time zones and nontraditional work hours as needed.

The position operates in a highly regulated healthcare environment and requires strict adherence to confidentiality, security, and compliance standards.

Daily work involves frequent interaction with hospital leadership, offshore operations teams, and internal corporate stakeholders across multiple client engagements.

Primary Job Duties

The essential functions include, but are not limited to the following:

• Provide comprehensive executive administrative support to the Senior Director or higher, including complex scheduling, meeting coordination, and priority management across multiple clients.
• Manage multiple Outlook email accounts and calendars, including client-specific inboxes, executive correspondence, and coordination across internal and external stakeholders.
• Serve as the primary administrative liaison between the executive, U.S.-based hospital clients, and offshore operational teams.
• Coordinate and maintain access to multiple client-specific software platforms, including EMRs, billing systems, operational tools, and secure portals.
• Track and manage user accounts, permissions, onboarding, and offboarding activities for executive-facing client systems in collaboration with IT and client contacts.
• Prepare, organize, and distribute executive materials including agendas, presentations, reports, meeting minutes, and operational documentation.
• Facilitate recurring operational, client, and leadership meetings, including scheduling across time zones, agenda preparation, and follow-up action tracking.
• Support communication workflows related to offshore operations, including documentation routing, issue tracking, and executive-level escalations.
• Maintain accurate records, files, and documentation in compliance with client, corporate, and regulatory requirements.
• Anticipate executive needs related to client deliverables, operational milestones, and stakeholder communications, proactively addressing gaps or risks.
• Assist with coordination of client onboarding, contract-related administrative tasks, and operational readiness activities.
• Support ad hoc projects related to revenue cycle operations, outsourcing governance, and executive initiatives as assigned.
• Ensure consistent, professional representation of the organization in all executive communications with clients, partners, and internal teams.