Overview:
As the Executive Assistant at Inside Out Wellness and Advocacy, you are pivotal administrative support to our executive management. This position requires a strong understanding of our services, excellent organizational skills, and a passion for making a positive impact in the lives of those we serve. You are required to be highly organized, motivated, and detail oriented. You will provide critical administrative support to our senior leadership team, enabling them to focus on strategic initiatives and organizational growth.
Essential Responsibilities:
1. Administrative Support: Manage daily administrative tasks for the senior leadership team, including scheduling meetings, coordinating travel arrangements, and preparing documents. Perform general administrative tasks, such as answering phones, managing email correspondence, and ordering supplies. Contribute to the improvement of clinic processes and procedures.
2. Communication: Serve as a key point of contact between the senior leadership and internal departments, as well as external partners and stakeholders. Manage correspondence, ensuring timely and accurate responses. Facilitate communication between clients, mental health therapists, and external partners, such as healthcare providers or insurance companies. Ensure timely and accurate information exchange.
3. Meeting Coordination: Organize and prepare for meetings, including agenda setting, distribution of materials, and logistics coordination. Take minutes during meetings and track action items for follow-up.
4. Document Management: Create, maintain, and ensure confidentiality of important documents and records. Assist in the preparation of reports, presentations, and other materials as needed.
5. Project Support: Assist with the planning and execution of organizational projects, ensuring deadlines are met and objectives are achieved. Provide logistical and administrative support for events and initiatives.
6. Operational Assistance: Support the operational efficiency of the office by managing supplies, equipment, and facility’s needs. Implement and maintain systems to improve organizational processes. Assist in budget tracking, invoice processing, and expense reporting.
7. Executive Support: Anticipate the needs of the senior leadership and offer proactive support solutions. Assist with personal tasks as needed to ensure they can focus on strategic priorities.
8. Client Support: Provide information, support, and guidance to clients and their families, ensuring a welcoming and supportive environment.
9. Record Management: Maintain accurate and confidential client records, including intake forms, treatment plans, and progress notes. Ensure compliance with privacy laws and organizational policies.
10. Data Reporting and Quality Assurance: Assist with data reporting and quality assurance by compiling, analyzing, and maintaining accurate departmental metrics; support audit preparation, ensure compliance with regulatory standards, and contribute to continuous improvement initiatives through timely and organized documentation.
Requirements:
· Associate’s or Bachelor's degree (or equivalent experience) preferably in business administration, communications, psychology, social work, healthcare administration, or a related field.
· 1-3 years of experience in an administrative role, preferably in a healthcare or mental health organization.
· Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively and multitask in a fast-paced environment.
· Strong communication skills, both written and verbal, and the ability to handle sensitive information with discretion. Compassionate and effective communication skills, both written and verbal, with an ability to interact positively with clients, families, and healthcare professionals.
· Proficiency in office software (e.g., Microsoft Office Suite, Excel, Word, PowerPoint), electronic health record systems and the ability to quickly learn new tools and technologies.
· Demonstrated ability to work independently and as part of a team, with a high level of initiative and flexibility.
· Commitment to supporting mental health initiatives and understanding of the importance of confidentiality in the healthcare sector, adhering to ethical guidelines and legal standards related to mental health care.
Disclaimer:
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time This job description reflects management’s assignment of essential functions; it does not restrict or prescribe the tasks that may be assigned Critical features of this job have been described in the narrative They may be subject to change at any time due to reasonable accommodation or other reasons
Inside Out Wellness and Advocacy is an Equal Opportunity Employer and Provider and does not discriminate based on race, religion, national origin, gender identity or expression, sexual orientation, age, or marital, veteran, or disability status
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
