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.