Executive Assistant - Operations

The Executive Assistant to Operations provides high-level administrative and operational support to ensure the efficiency, organization, and effectiveness of the Operations team. This role is critical in maintaining structured processes, clear communication, and accurate documentation, enabling the organization to deliver consistent, high-quality care to clients.

This individual acts as a central coordinator across departments, managing schedules, tracking priorities, and supporting process improvements—while maintaining strict confidentiality and professionalism. This opportunity has a high potential for growth and full-time status.

Operational & Administrative Support

• Manage calendars and coordinate meetings, internal check-ins, and operational schedules
• Prepare operational reports and maintain spreadsheets, trackers, and documentation
• Track tasks, deadlines, and action items across Operations and supporting teams
• Support leadership with administrative and organizational needs

Communication & Coordination

• Handle professional internal and external correspondence
• Ensure timely follow-ups on requests, action items, and pending tasks
• Serve as a point of coordination across departments to maintain alignment

Documentation & Organization

• Maintain organized digital and physical files with a focus on confidentiality and audit readiness
• Standardize documentation practices to ensure consistency and accessibility
• Organize meeting notes, action items, and reporting materials

Process Improvement Support

• Assist with operational process improvements and workflow optimization
• Update and maintain SOPs, templates, and checklists

Identify opportunities for increased efficiency and improved organization

Qualifications:

Required

• Strong technical proficiency in Microsoft 365 or Google Workspace (Excel/Sheets, Word/Docs, Outlook/Gmail)
• Highly detail-oriented with strong data accuracy and documentation standards
• Experience supporting operations, executives, or cross-functional teams
• Demonstrated experience using AI tools (e.g., ChatGPT or similar) for productivity
• Exceptional organizational skills with the ability to manage multiple priorities
• Strong written and verbal communication skills with a professional and friendly tone
• Ability to handle confidential information with discretion
• Reliable hybrid work capability with consistent remote connectivity

Preferred (Nice to Have)

• Experience in healthcare, home care, senior care, or scheduling/logistics environments
• Familiarity with EOS (Entrepreneurial Operating System)
• Experience creating or maintaining SOPs, templates, and operational trackers

Schedule & Work Environment

• Hybrid schedule: 3 days onsite / 2 days remote
• On-site location: Santa Barbara, CA

*To support timely placement, we are giving priority to candidates who are local to the area.*

At BrightStar Care, we do our best to connect with applicants within 24 hours, including weekends and most holidays. Our team will be reaching out by phone, and email, so please check your inbox and voicemail to ensure we can connect promptly.