Position Summary
The Executive Assistant provides high-level administrative and operational support to the CEO and senior leadership of a multi-state behavioral health operating company. Working across multiple facilities and jurisdictions, this role manages complex, cross-organizational scheduling, correspondence, and project coordination while exercising discretion with sensitive clinical, HR, legal, and business information governed by HIPAA and 42 CFR Part 2.
The ideal candidate operates independently across multiple entities, priorities, and leadership styles, and can shift context quickly between compliance matters, clinical operations, real estate and finance, and business development. This is a trusted, right-hand role for a fast-moving executive team — high autonomy, high confidentiality, and high impact.
Key Responsibilities
Executive & Calendar Support
- Manage calendars, travel, and meeting logistics for multiple executives across the platform, resolving scheduling conflicts and competing priorities independently.
- Prepare executives for their day — assemble agendas, briefing materials, and background on attendees and topics in advance of meetings.
- Anticipate needs and proactively flag issues before they become urgent, given the pace and sensitivity of behavioral health operations.
Communications & Correspondence
- Serve as a gatekeeper and first point of contact for internal and external stakeholders, including regulators, surveyors, referral partners, vendors, and business development contacts.
- Draft, proofread, and format correspondence, memos, board materials, and policy documents with minimal oversight.
- Maintain strict confidentiality on HR actions, legal matters, and clinical information across all communications.
Compliance & Regulatory Coordination
- Coordinate logistics for compliance activities — accreditation surveys (e.g., CARF/Joint Commission), state licensing renewals, and audits — and track deadlines across all entities and states.
- Maintain organized, audit-ready filing and document systems (digital and physical) for HR, compliance, and administrative records.
Business Development Support
- Support business development efforts, including partnership outreach, meeting preparation, and follow-up correspondence with external decision-makers.
- Help track pipeline activity, referral relationships, and follow-ups so nothing slips between meetings.
Office, Financial & Records Administration
- Manage expense reports, invoices, and basic budget tracking for the executive office.
- Coordinate with finance, HR, and clinical leadership to route approvals, signatures, and documentation efficiently.
Projects & Special Initiatives
- Assist with special projects such as job description development, policy drafting, process documentation, and cross-facility rollouts as directed by leadership.
- Own discrete initiatives end-to-end when assigned, driving them to completion with limited supervision.
Core Competencies & Attributes
- Discretion. Handles confidential HR, legal, and clinical information with unwavering judgment and integrity.
- Ownership. Takes initiative, closes loops, and treats the executives' priorities as their own.
- Context-switching. Moves fluidly between compliance, clinical, financial, and BD workstreams without losing the thread.
- Communication. Writes clearly and professionally; represents leadership well to external stakeholders.
- Organization. Keeps many moving parts — across multiple entities and time zones — orderly and on schedule.
- Composure. Stays calm, resourceful, and solutions-oriented in a fast-paced, high-stakes environment.
Qualifications
Required
- 5+ years as an Executive Assistant or Senior Administrative Assistant, ideally supporting multiple executives or entities simultaneously.
- Familiarity with HIPAA and confidentiality requirements; demonstrated discretion with sensitive information.
- Exceptional written communication; proven ability to draft polished correspondence and documents with minimal oversight.
- Strong organizational skills and the ability to manage competing deadlines across multiple organizations.
- Proficiency in Microsoft Office and/or Google Workspace.
Preferred
- Experience in healthcare, behavioral health, or another regulated industry.
- Exposure to accreditation and licensing processes (CARF, Joint Commission, state agencies) and to 42 CFR Part 2.
- Comfort learning EHR, HRIS, CRM (e.g., Salesforce), or compliance-tracking systems.
- Experience supporting a multi-site or multi-state operation.
- Bachelor's degree (or equivalent experience).
Work Environment & Travel
Primarily office-based in the Phoenix, AZ metro area, with hybrid flexibility available for the right candidate. Because the role supports a multi-state platform, occasional travel to facility locations may be required for surveys, leadership meetings, or special projects. Given the nature of behavioral health operations, some flexibility outside standard business hours is expected for time-sensitive matters.
Reporting Relationship
Reports directly to the CEO (with dotted-line support to other senior leaders across the platform as workload requires).
What Success Looks Like
First 90 Days
- Fully owns executive calendars and inbound triage; leadership trusts you to manage access and priorities.
- Learns the facility footprint, key stakeholders, and recurring compliance and reporting deadlines.
- Establishes reliable systems for filing, follow-ups, and expense/invoice handling.
By Six Months
- Operates as a true force-multiplier — anticipating needs and resolving issues before they reach leadership.
- Independently drives special projects and coordinates cross-facility initiatives to completion.
- Serves as a polished, trusted point of contact for regulators, partners, and BD relationships.
Pay: $65,000.00 - $85,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Work Location: Hybrid remote in Phoenix, AZ 85032
