Executive Assistant

About Prosperous Health

Prosperous Health provides behavioral health and mental health services across inpatient and outpatient settings. We are committed to compassionate, coordinated, and professionally delivered care supported by strong communication, accountability, confidentiality, and operational excellence.

Position Summary

Prosperous Health is seeking a highly organized, discreet, responsive, and dependable Executive Assistant to provide direct administrative support to the company’s Founder and Medical Director.

The Executive Assistant will serve as the primary administrative gateway to the Medical Director’s schedule and professional communications. The position will manage the Medical Director’s calendar, coordinate patient appointments, organize and monitor email communications, prepare and send correspondence, maintain files, communicate with company personnel on the Medical Director’s behalf, and track important requests and follow-up responsibilities.

Because the Medical Director periodically conducts in-person patient appointments, this position will also provide on-site reception and front-desk support when patients are present.

The ideal candidate will combine executive-level organizational skills with professional, patient-centered communication. Experience in behavioral health, mental health, substance-use-disorder treatment, healthcare, or medical-office administration is strongly preferred.

Essential Duties and Responsibilities

Executive Calendar Management

• Manage and maintain the Founder and Medical Director’s professional calendar.
• Schedule and coordinate meetings, patient appointments, internal consultations, outside appointments, and company obligations.
• Serve as the primary point of contact for requests involving the Medical Director’s availability.
• Evaluate scheduling requests according to urgency, priority, and established direction.
• Identify scheduling conflicts and coordinate changes with all affected parties.
• Provide appointment reminders and ensure the Medical Director has the information and materials needed for scheduled commitments.
• Protect designated administrative, clinical, and executive time from unnecessary scheduling conflicts or interruptions.

Email and Communication Management

• Monitor, organize, prioritize, and assist with managing the Medical Director’s email inbox.
• Identify urgent, time-sensitive, confidential, or high-priority communications and escalate them appropriately.
• Draft, proofread, format, and send professional emails, letters, memoranda, notices, and other communications at the Medical Director’s direction.
• Communicate with executives, clinical personnel, operations personnel, patients, outside providers, vendors, and other stakeholders on the Medical Director’s behalf when authorized.
• Track requests, instructions, decisions, delegated assignments, deadlines, and follow-up obligations.
• Maintain appropriate boundaries concerning which matters may be handled administratively and which require the Medical Director’s personal or clinical review.

Patient Appointment and Front-Desk Support

• Schedule, confirm, reschedule, and coordinate patient appointments.
• Provide professional on-site reception and front-desk support during the Medical Director’s in-person patient appointments.
• Greet patients and visitors respectfully and assist with an organized check-in process.
• Notify the Medical Director of patient arrivals and communicate delays or schedule changes appropriately.
• Assist with administrative appointment forms, filing, scanning, record organization, and proper routing of information.
• Handle patient information in compliance with HIPAA, company policy, and all applicable confidentiality requirements.

Administrative Support

• Create, maintain, organize, and retrieve physical and electronic files.
• Assist with scanning, filing, document preparation, record organization, and administrative tracking.
• Maintain accurate contact lists, appointment records, task lists, and follow-up reminders.
• Assist with meeting coordination, agendas, supporting materials, and follow-up documentation when requested.
• Facilitate appropriate communication between the Medical Director and company personnel.
• Help ensure that requests requiring the Medical Director’s attention are organized, communicated, and followed through to completion.
• Exercise discretion when handling medical, personnel, operational, legal, financial, or e…