Compliance and Operations Executive Assistant

Job Summary:

The Compliance and Operations Executive Assistant will provide high-level administrative support to the Head of Compliance and Operations, assisting with both operational compliance tasks and executive-level administrative duties. This role is integral to the efficient functioning of the Compliance and Operations department and will involve managing regulatory compliance efforts, assisting with the execution of strategic operational initiatives, and supporting the director in overseeing day-to-day operations and leadership responsibilities.

Key Responsibilities:

1. Compliance Monitoring and Documentation Support:

• Assist the Head of Compliance and Operations in the development, implementation, and maintenance of compliance programs to meet HIPAA, OSHA, and other regulatory standards.

• Help manage compliance records, tracking employee certifications, and ensuring timely renewals to maintain compliance across the organization.

• Support the creation and maintenance of internal policies and operational guidelines to ensure adherence to industry standards.

2. Executive Support for the Head of Compliance and Operations:

• Manage the Head of Compliance and Operations’ calendar, scheduling meetings, conferences, and follow-ups to ensure timely and efficient use of their time.

• Prepare agendas, meeting materials, and reports for the Head of Compliance and Operations’ meetings, ensuring all relevant information is compiled and available.

• Handle correspondence (email, phone, etc.) on behalf of the Head of Compliance and Operations, ensuring proper prioritization of urgent matters.

• Assist in the preparation of presentations and reports for senior management, stakeholders, or external parties.

3. Audit and Risk Management Assistance:

• Assist in coordinating internal and external audits by preparing necessary documentation, supporting data collection, and maintaining audit logs.

• Help identify potential compliance risks and provide administrative support for the implementation of corrective measures and improvements.

4. Training and Development Coordination:

• Support the coordination and execution of compliance-related training programs for staff, ensuring all employees are informed about necessary regulations and policies.

• Track training schedules and documentation to ensure compliance with training requirements.

• Collaborate with HR to ensure compliance-focused training programs are consistent and aligned with regulatory updates.

5. Operational Support for New Centers:

• Assist the Head of Compliance and Operations with the development of new centers by ensuring regulatory compliance during the approval, construction, and operational phases.

• Provide administrative support to the Head of Compliance and Operations in reviewing operational processes, ensuring they are in line with company standards and regulations.

6. Credentialing and Certification Management:

• Assist in the credentialing process to ensure all employees maintain necessary licenses, certifications, and accreditations in compliance with legal standards.

• Support the management of credential records, ensuring timely renewals and accuracy.

7. Communication and Reporting Support:

• Draft reports and communication updates for internal and external stakeholders, ensuring compliance and operational metrics are properly conveyed.

• Facilitate communication between departments to ensure timely updates on compliance, performance, and operational activities.

8. General Administrative and Executive Assistance:

• Provide general administrative support, including preparing documentation, scheduling travel arrangements, and organizing meetings.

• Assist in tracking progress on various compliance and operational initiatives and report status updates to the Head of Compliance and Operations.

• Handle confidential and sensitive information with the utmost discretion and professionalism.

9. Ad-hoc Support and Project Management:

• Provide ad-hoc support on various compliance and operational projects, including research, data analysis, and preparing reports.

• Coordinate with other departments to ensure smooth execution of ongoing initiatives and assist with the implementation of new strategies or process changes.

Qualifications:

• Education:

• Bachelor’s degree in Business Administration, Health Administration, or a related field (preferred).

• Experience:

• Previous experience providing administrative support, preferably in compliance or healthcare-related environments.

• Familiarity with regulatory requirements (e.g., HIPAA, OSHA) and operational standards is preferred.

• Skills:

• Strong organizational, multitasking, and time management abilities.

• Ability to handle confidential information with professionalism and discretion.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with compliance management systems is a plus.