Position Summary

The Administrative Assistant serves as the primary administrative support to the President and executive leadership team. This role is responsible for managing complex schedules, coordinating cross-departmental communication, maintaining accurate records, and ensuring smooth day-to-day operations at the executive level. The Senior Administrative Professional is expected to operate with discretion, initiative, and a forward-thinking approach, anticipating needs and providing solutions before issues arise.

Essential Job Duties and Responsibilities

• Provide comprehensive administrative support to the President and executive team.
• Manage and coordinate executive schedules, appointments, meetings, and events.
• Prepare, proof, and distribute correspondence, reports, and presentations.
• Track organizational milestones, observances, and key dates for leadership awareness.
• Maintain accurate and organized records, files, and documentation.
• Support intake forms, medical records, and other sensitive materials with accuracy and confidentiality.
• Assist with QuickBooks entries, financial tracking, and related administrative tasks.
• Coordinate communication between leadership and departments.
• Provide logistical and administrative support for projects and initiatives.
• Support internal communication and social media as requested.
• Anticipate needs and proactively solve problems.
• Perform other duties as assigned in support of organizational needs.

Compliance & Confidentiality Responsibilities

• Maintain strict confidentiality regarding patient, provider, employee, and company information.
• Comply with HIPAA, Federal False Claims Act, and internal compliance protocols.
• Report any suspected compliance violations or HIPAA breaches to supervisor or designated officer.
• Participate in audits and quality assurance initiatives as requested.

Minimum Requirements

• Education: High school diploma or equivalent required.
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 2+ years of experience as an administrative or executive assistant (or equivalent administrative role).
• Demonstrated reliability, discretion, and professional judgment.

Required Skills & Competencies

• Expert-level proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to anticipate needs, solve problems proactively, and operate independently.
• Professional demeanor, resourcefulness, and adaptability under pressure.

Physical Demands & Work Environment

• Work is performed primarily in an office environment.
• Requires regular use of a computer, phone, and standard office equipment.
• Must be able to sit, stand, and walk for extended periods.
• Occasionally lift up to 20 pounds.