Executive Administrative Assistant

Position Overview

The Executive Administrative Assistant supports the CEO’s office by coordinating communication, scheduling, documentation, credentialing, compliance-related tracking, and external administrative matters. The ideal candidate is someone who can communicate professionally with outside organizations, stay ahead of deadlines, manage sensitive information appropriately, and assist leadership with complex administrative tasks.

Primary Responsibilities

Responsibilities include, but are not limited to:

• Manage and coordinate the CEO’s calendar, meetings, appointments, and follow-up tasks.
• Coordinate meetings involving the CEO, including communicating with internal and external participants, preparing materials, and helping track follow-up items.
• Interface with external entities on behalf of the CEO’s office, including banks, attorneys, insurance companies, regulatory or accreditation bodies, and other professional contacts.
• Assist with administrative matters related to business entities, including coordinating information needed for LLC formation, corporate documents, banking, legal matters, and related projects.
• Track and help maintain company-wide credentialing and compliance deadlines, including OMHAS licensure, CARF accreditation, ORH communication, DEA-related requirements, provider licenses, CEUs, insurance documents, and other critical renewals.
• Assist with credentialing functions for medical providers and other key staff, including collecting, organizing, and tracking required documentation.
• Assist the CEO / Medical Director with medical documentation coordination, administrative follow-up, and communication related to clinical or medical operations.
• Maintain organized records, files, trackers, and documentation systems for executive and compliance-related matters.
• Communicate professionally with leadership, staff, external partners, regulatory bodies, attorneys, banks, and other organizations.
• Follow up on delegated tasks to ensure deadlines are met and important items do not lapse.
• Handle confidential information with professionalism and discretion.
• Support other members of leadership with administrative projects as needed.

Ideal Candidate

The ideal candidate will be highly dependable, intelligent, organized, and comfortable working in a fast-paced environment. This role is best suited for someone who can think critically, communicate clearly, and manage administrative complexity without needing every step explained repeatedly.

Qualifications

• Prior administrative, executive assistant, credentialing, compliance, healthcare, legal, banking, or business office experience preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage deadlines and follow up consistently.
• Ability to handle confidential and sensitive information appropriately.
• Comfortable communicating with professional external entities, including attorneys, banks, regulatory bodies, insurance companies, and accreditation organizations.
• Strong computer skills, including Microsoft Office, email, calendar management, PDF documents, spreadsheets, and online portals.
• Ability to learn new systems and processes quickly.
• Healthcare, behavioral health, medical office, credentialing, or compliance experience is strongly preferred, but not required for the right candidate.

Key Skills

• Calendar and meeting coordination
• Professional communication
• Deadline tracking
• Credentialing and compliance support
• Document organization
• Executive support
• Problem solving
• Follow-through
• Confidentiality
• Attention to detail

Work Environment

This position works closely with executive leadership and requires professionalism, discretion, and reliability. The Executive Administrative Assistant will often be responsible for helping coordinate important administrative, legal, compliance, credentialing, and operational tasks that affect the organization as a whole.

Schedule

Full-time position. Standard business hours are generally Monday through Friday.

Pay: $42,500.00 - $62,500.00 per year

Benefits:

• 401(k) matching
• Employee assistance program
• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: In person