Chief of Staff / Executive Assistant to Health Care CEO

About Maniya Health

Maniya Health is a premier, 75-employee multispecialty medical practice in Central New Jersey that has served our community for over 50 years. We were named #920 on the 2026 Inc. 5000 list of America's fastest-growing private companies. We are looking for a high-capacity EA / Operations Manager to serve as the strategic right hand to our CEO.

Position Overview

The primary purpose of this role is to make the CEO's life easier. Everything else follows from that.

You will take work off the CEO's plate entirely — not by executing tasks he hands you, but by owning outcomes so completely that he stops thinking about them. Beyond direct executive support, you will manage the intersection of healthcare operations, HR, talent, IT, facilities, and project delivery. This is a senior role for someone who owns the result, not the checklist.

This is a role with real scope and real autonomy, working directly with a physician-MBA CEO at a practice growing fast enough to make the Inc. 5000. You will learn every aspect of how an innovative medical practice runs, under close mentorship, with genuine room to grow as we expand. What you build here, you own.

Structure

Reports directly to the CEO. No direct reports to start — you influence and coordinate across departments through ownership and follow-through rather than formal authority. Scope may grow as the practice does.

Schedule

Monday–Friday, 8:00 AM – 5:00 PM US Eastern Time. Remote. Full-time and exclusive — no concurrent employment or client work during scheduled hours. May require additional hours for urgent issues such as a system outage or a same-day provider gap.

Your First 30 Days

Training on all Practice workflows. Inbox and calendar management, provider scheduling and PTO end to end, and closing the open vendor loops that currently sit with the CEO.

Responsibilities
1. Executive Support — The Core of the Role
Full Lifecycle Ownership: You are the final destination for anything assigned to you. When the CEO CCs you on an email or delegates a project, you own it until it's done. He should never have to follow up or wonder about status.
Inbox Management: Oversee the general practice inboxes, routing information as appropriate. Once trust is established, you will manage the CEO's inbox — triaging, drafting responses, flagging what genuinely needs him, handling the rest.
Calendar & Anticipation: Manage the CEO's calendar with foresight, including professional and personal logistics such as travel and events. Adjust for time zones, seasonal shifts like Daylight Savings, and personal commitments — holidays, celebrations, errands — without being prompted.
Closing Open Loops: Many of our vendors and partners don't respond, or agree to something and go quiet. Today the CEO carries those loops in his head. Your job is to take them off his plate entirely — own the follow-up cadence, escalate when needed, close every loop.
Representing the CEO: Attend vendor and partner meetings on his behalf. Take detailed notes, capture action items and owners, circulate the summary, drive follow-ups to closure. You are a polite but firm representative, ensuring team deadlines are met.

2. Project Management
General Project Ownership: Projects come planned and unplanned. A provider gives notice and hundreds of patients need rescheduling. A new AI phone system has bugs to identify, report, and verify as fixed. A service line needs standing up. You take the goal, break it into steps, identify who does what, and drive it to completion — surfacing risks early and never letting it stall silently.
Vendor Sourcing: Research and source vendors for software, hardware, and services. Run comparisons, gather quotes, check references, present options with a recommendation.
Implementation & Closure: Own implementations end to end — configuration, testing, staff training, go-live. Identify bugs, log them with the vendor, and follow up until they are actually fixed. A ticket submitted is not a ticket resolved.
Renewals & Contracts: Track renewal dates, licenses, and service agreements so nothing auto-renews unnoticed or lapses unexpectedly.

3. Provider Scheduling & Coordination
End-to-End Ownership: Manage the full lifecycle of provider scheduling, vacations, PTO, and CME across approximately 40 providers. You are the final auditor — 100% accuracy across EHR and tracking systems before anything reaches the CEO's desk.
Visiting Specialists: Several providers are specialists who come in one day a week from their own practices. You coordinate directly with their offices — confirming schedules, managing changes and cancellations, keeping templates accurate, making sure their day runs smoothly on site.

4. HR, Talent & Employee Lifecycle
Recruiting & Hiring: Lead sourcing, job posting, resume screening, interview scheduling, and coordination with hiring managers. Build the pipeline before a seat opens.
Onboarding & Offboarding: Own onboarding end to end — paperwork, system access, training coordination, day-one readiness. Same rigor on exit: final paperwork, access removal, equipment return.
Talent & Compliance: Coordinate performance reviews, track training and credentialing, monitor license and certification expirations. You don't just send documents — you manage the completion rate, ensuring every signature is captured and filed.

5. Facilities, IT & Office Administration
Account Management: Provision accounts for new hires across all systems; de-provision immediately on departure. Access sprawl is a compliance risk, and closing it is your responsibility.
IT Support & Continuity: Handle everyday requests — password resets, access issues, device and printer problems, basic troubleshooting. Know the failover procedures and execute them; if the phone system goes down, route to the backup and notify the team. Know what you can fix and what needs a vendor — escalate fast, then own the follow-up.
Facilities Issues: When a roof leaks or the HVAC fails, you own it from first report to final invoice. You won't be on site, so you coordinate with our on-the-ground team to get eyes on the problem and confirm the work was done properly. Your part is getting the vendor scheduled — following up daily if that's what it takes — and verifying the bill matches the quote.
Supplies & Equipment: Keep every location stocked — clinical supplies, office supplies, everyday consumables. Nobody should ever tell the CEO we've run out of something.
Purchase Orders, Reimbursements & Refunds: Review, approve, and track POs with a clear record of what was ordered, what arrived, and what it cost. Same for staff reimbursement requests and patient refunds — reviewed, approved, tracked to completion.

6. Operational Oversight
Daily Review: Review checklists and Google Chat spaces daily to identify operational gaps and correct provider scheduling gaps.
Monthly Operational Reviews: Prepare and run them — pull the data, build the deck, identify what moved and what didn't, come with recommendations rather than just numbers.
Process Ownership: Own the recurring administrative and operational processes that keep the practice running. You know which exist, whether they were completed, and where they break down — and you fix them rather than reporting that they broke.
Patient Discharges & RCM: Execute the patient discharge process end to end, with the rigor these documents require. We have a billing manager who owns billing operations; your role is coordination and oversight — confirming revenue cycle processes are running, surfacing issues, following up on anything that stalls.

7. Data & Analysis
Reporting & Dashboards: Use Excel and Google Sheets to turn operational, financial, and clinical quality data into reports that drive decisions. Build, maintain, and present operational KPI dashboards. When something breaks, dig into why and lead the process improvement rather than patching symptoms.
Analyst on New Initiatives: Serve as data analyst on new projects — researching potential service lines, expansion opportunities, and market questions. Gather the data, run the analysis, present findings with a recommendation rather than a data dump.

Key Requirements
Outcome Ownership: You own results, not tasks. You act as your own auditor and catch your own errors before anyone else does. You maintain 100% accuracy in high-stakes repetitive workflows — PTO approvals, provider scheduling, PO tracking. When a project stalls, you feel it personally.
Persistence: Much of this job is making other people do what they said they would — vendors, contractors, partners, internal teams. You follow up five times without becoming apologetic or abrasive.
Reliability: You are a steady, reachable anchor during business hours. If you can't make a commitment — a call, a deadline, a check-in — you say so in advance rather than going quiet. A missed commitment with notice is a scheduling problem; a missed commitment without notice is a trust problem.
Anticipation & Context: You connect the dots without being told, looking ahead at the calendar and environmental factors to adjust proactively. You understand how one change in a physician's schedule ripples through five other systems.
Risk-Based Judgment: In a medical practice, administrative work carries legal and clinical weight. You approach sensitive documentation — patient discharge letters, HR contracts — with extreme rigor and full compliance with US healthcare standards.
30,000 Feet and 2 Feet: You can move between strategic and tactical without losing quality on either — building a KPI dashboard in the morning and chasing a roofer in the afternoon. Both matter, and you stay calm and organized across both.
Technical Fluency: Advanced Excel and Google Workspace — trackers, pivot tables, VLOOKUPs — plus the ability to quickly master new software including EHR and HRIS.

On AI

We use AI tools daily and expect you to. What we care about is whether you direct the tool and verify the output, or hand over your thinking. Be transparent about where you use it.

On Monitoring

Because this role has access to protected health information, all work is performed on monitored systems using Teramind. Every team member with PHI access operates under the same requirements.

To be direct: any attempt to circumvent monitoring — mouse movers, jigglers, activity simulators, or anything similar — ends the engagement immediately. If the schedule or workload isn't working, tell us and we'll fix it.

Qualifications
5–7+ years as a senior EA, Operations Manager, or Chief of Staff
Direct CEO or C-suite support experience is mandatory. You must have supported a CEO or equivalent executive before. This is not a role where you learn executive support on the job.
Mandatory: Deep experience in the US healthcare / medical practice ecosystem
Job longevity is mandatory. We are looking for someone who has held prior roles for multiple years, not a pattern of short stints. If your resume shows several positions under a year, please explain why in your application.
Advanced Excel (pivot tables, VLOOKUPs) and Google Workspace
Working proficiency with Claude, Gemini, and ChatGPT
Proven ability to master internal software (EHR, HRIS) and maintain complex checklists, prioritization, and follow-up with 100% accuracy
Selection Process

Advancing candidates complete a short practical exercise using real operational data. It assesses analytical accuracy, critical thinking, and — most importantly — how you verify your own work.

Final candidates should expect reference checks with prior supervisors, including on attendance and follow-through.