Job Overview

Our client is seeking an execution-focused Executive Operations Coordinator (Actuarial & Healthcare) to become the logistical and administrative anchor of their actuarial consulting team. The actuarial team is accountable for the analytical integrity and strategic direction of every client engagement — but a large share of the coordination, documentation, and account-operations work that keeps those engagements running smoothly doesn't require an actuarial credential. This role exists to own that work end-to-end, allowing the Principal Actuary and analytical staff to spend their time on analysis and client judgment, not logistics. This is an execution and coordination role, not a strategic or client-relationship-ownership role.

Schedule

Monday - Friday, 9:00 AM - 6:00 PM EST, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Triage and respond to non-technical inbound client and internal email, routing items requiring technical judgment to the appropriate team member.
• Own logistics, scheduling, and agenda-setting for internal and external meetings, and prepare necessary briefing materials.
• Take live notes during internal/external meetings and convert them into clear post-call summaries with assigned next steps.
• Support recurring client check-ins by managing schedules, preparation documents, and meeting notes.
• Create and assign Jira tickets from incoming service requests based on a defined intake process.
• Package and deliver finalized analytical outputs to clients once approved by the actuarial team.
• Track milestone dates, manage customer onboarding logistics (CSRV), maintain HubSpot CRM hygiene, and handle invoicing and billing administration.

Requirements

• 3+ years of experience in an executive administrator, account operations, or coordinator role.
• Proven experience supporting a client-facing professional services or consulting team.
• Prior exposure to healthcare, health tech, or actuarial/consulting environments.
• Professionak written English communication skills with the ability to draft professional, non-technical client emails.
• Fast, accurate meeting notetaking capabilities with a strong ability to synthesize discussions into clear, actionable decisions.
• High level of comfort managing ambiguity and shifting priorities across multiple concurrent client accounts.
• Strong data hygiene discipline with a commitment to maintaining CRM databases and activity tracking logs.
• Discretion when handling sensitive account, contract, and health-data-adjacent information with a baseline awareness of HIPAA.

Tools & Systems The successful candidate will regularly operate and collaborate within the following platforms:

• Google Workspace (Calendar, Gmail, Drive) — Primary daily surface
• Slack — Internal coordination and inbox/escalation monitoring
• Jira / Atlassian — Ticket creation, assignment, and status tracking
• HubSpot — CRM maintenance and pipeline hygiene
• Zoom / Granola (or equivalent) — Meeting capture and notetaking
• Billing & Invoicing Platforms — Account and invoice administration
• Notion (or shared doc systems) — Onboarding checklists and customer action logs

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.