Administrative Assistant – Job Description

Position Summary

The Executive Admin Assistant provides essential administrative, organizational, and operational support to ensure the smooth day-to-day functioning of the office and to assist executives and cross-department teams. This role helps maintain documentation, coordinate schedules, support vendor and contract processes, and assist with compliance and operational tasks across a multi-entity behavioral health organization.

Vendor & Contract Support

• Assist with maintaining vendor, provider, and partner contact lists and documentation.
• Track contract renewal dates, organize files, and maintain executed agreements.
• Support leaders by gathering information related to vendor performance or service issues.
• Maintain centralized contract folders and assist with preparing files needed for audits or due diligence.

Insurance & Risk Administrative Support

• Maintain insurance documentation, certificates of coverage, and policy files.
• Assist with gathering required information for claims submissions.
• Support scheduling and administrative tasks related to policy renewals.
• Keep insurance documentation organized across multiple entities and facilities.

Acquisition & Integration Support

• Assist with organizing documents, schedules, and communications for clinic acquisitions.
• Upload and maintain files in secure data rooms.
• Support gathering contracts, leases, agreements, and compliance documents during due diligence.

- Provide administrative support during pre- and post-integration phases.

Compliance & Administrative Documentation

• Maintain accurate records for licensing, provider documents, and corporate filings.
• Assist in preparing simple compliance forms, summaries, or reports.
• Track deadlines for corporate filings such as annual reports, DBAs, and name registrations.

Operational Systems & Process Support

• Support ongoing administrative projects, process improvements, and database maintenance.
• Maintain vendor lists, contact sheets, and administrative documentation systems.
• Assist with travel bookings, hotel reservations, and logistics coordination.
• Support office and operational setup during new clinic integrations.

Executive Support

• Manage calendars, coordinate meetings, and arrange travel for assigned leaders.
• Prepare meeting agendas, take notes, and distribute follow-up items.
• Assist in preparing documents, summaries, and reports for leadership.
• Communicate with internal departments on behalf of leadership as needed.

Office Management

• Support daily office operations including supply ordering and equipment coordination.
• Assist with workspace setup for new employees and maintain shared office areas.
• Serve as a point of contact for facility needs, maintenance, and building communication.
• Help maintain a professional and organized office environment.

General Administrative Tasks

• Draft and format letters, forms, and basic business documents under supervision.
• Maintain organized digital and physical filing systems.
• Assist with expense reports, reimbursements, and credit card receipt tracking.
• Support documentation governance and audit preparedness across multiple entities.