Administrative Assistant

Administrative Assistant

Hours: Full Time – 40 hours per week

Department: Marketing / Patient Care Coordination

Reports To: Executive Assistant

Location: Serenity Mental Health Care - Lehi, Utah

Position Summary

The Administrative Assistant provides high-level administrative and operational support to the SVP of Marketing and the Director of Patient Care Coordination within a dynamic mental health organization. This role helps ensure smooth departmental operations through effective scheduling, communication, coordination, and project support. The ideal candidate excels in a fast-paced environment, demonstrates exceptional attention to detail, and has a passion for supporting work that directly impacts patient care and mental health access.

Key Responsibilities

• Manage complex calendars for the SVP of Marketing and Director of Patient Care Coordination, including scheduling meetings, prioritizing appointments, and coordinating cross-functional availability.
• Prepare meeting agendas, take clear and concise minutes, and track action items through completion.
• Serve as a liaison between internal teams, external partners, providers, and patients when needed, ensuring communication is timely, professional, and accurate.
• Assist with marketing initiatives by coordinating deadlines, supporting campaign organization, preparing materials, and monitoring project progress.
• Support patient care operations by helping organize workflow processes, updating documentation, and maintaining accurate patient coordination records as directed.
• Draft, edit, and format professional correspondence, reports, presentations, and other documents.
• Manage travel arrangements, expense reports, reimbursements, and procurement of supplies or materials.
• Maintain organized digital and physical filing systems in compliance with privacy and healthcare confidentiality requirements (e.g., HIPAA).
• Support onboarding of new staff within the Marketing and Patient Care Coordination teams as needed.
• Assist with special projects, department initiatives, and operational improvements.

Qualifications

• 2+ years of administrative support experience; experience in healthcare or mental health strongly preferred.

• Prior experience supporting senior leaders (SVP, Director level) with complex administrative needs.
• Strong organizational and multitasking skills with the ability to prioritize independently.
• Excellent written and verbal communication abilities.
• Proficient in Microsoft Office Suite, Teams, Outlook, and online project management tools (e.g., Asana, Monday.com, Trello).
• Ability to handle sensitive information with professionalism, discretion, and strict confidentiality.
• Comfortable working in a fast-moving environment with shifting priorities.
• Passion for mental health, patient care, and mission-driven work.

Preferred Skills

• Experience coordinating patient workflows or supporting care teams.

• Familiarity with marketing processes, tools, or campaign execution.
• Knowledge of HIPAA or other healthcare compliance standards.
• 5 + years of experience
• Microsoft Suite – Outlook, Word, Excel, PowerPoint, Teams
• Confidential, attention to detail and professional.