Executive & Clinical Administrative Assistant

Job Description

We are a multidisciplinary mental health practice composed of psychiatrists, physician assistants, psychologists, and therapists. Our clinical model integrates biological, psychological, social, and environmental factors to deliver comprehensive, patient-centered care.

We are seeking a highly qualified Executive & Clinical Administrative Assistant to serve as a key operational and administrative leader supporting both our executive leadership and medical practice.

This role combines C-suite support, healthcare administration, and clinical operations, working closely with the CEO and Medical Director. The ideal candidate will act as a trusted liaison, ensuring seamless coordination across leadership, providers, and staff.  In addition, support the daily operations of a dynamic psychiatric practice, maintain the highest quality of patient care, implement innovative practice guidelines, and drive organizational growth within an evolving healthcare landscape.

This position requires strong judgment, discretion, emotional intelligence, and the ability to anticipate needs and operate proactively in a high-performance environment.

Key Responsibilities

Executive & C-Suite Support

• Provide high-level administrative support to the CEO and Medical Director
• Manage complex calendars, scheduling, and shifting priorities across multiple stakeholders
• Serve as a strategic liaison and central point of coordination between leadership, providers, and external partners
• Coordinate meetings, prepare materials, and support executive communications
• Assist with strategic initiatives, reporting, and operational projects that support practice growth
• Provide administrative support for clinical research activities
• Coordinate logistics for speaking engagements, including scheduling, travel arrangements, and event preparation
• Cultivate and sustain partnerships with healthcare organizations to support clinical excellence and organizational growth

Clinical & Practice Operations

• Coordinate and optimize patient scheduling
• Supervise office flow to ensure optimal patient care, operational efficiency, and a high-quality patient experience
• Manage high-volume phone communication with professionalism and empathy
• Facilitate communication between providers, staff, and patients
• Support daily operations to ensure consistency, efficiency, and quality of care delivery

Healthcare Administrative Functions

• Assist with medication refill requests and tracking
• Submit prior authorizations for psychiatric medications
• Process medical records requests and maintain accurate documentation systems
• Assist with completion of disability, school, and employment-related forms
• Ensure strict adherence to HIPAA and patient confidentiality standards

Qualifications

• Bachelor’s degree required
• Previous experience in an Executive Administrative role
• Experience supporting executives or senior leadership strongly preferred

Core Skills & Competencies

• Exceptional organizational and time-management skills
• Ability to manage multiple priorities in a fast-paced environment
• Exceptional written and verbal communication skills, with the ability to communicate effectively with patients, clinical staff, and executive leadership
• Excellent interpersonal skills
• High level of professionalism, discretion, and confidentiality
• Proactive, detail-oriented, and solutions-oriented mindset
• Ability to anticipate needs and provide high-level, anticipatory support

Technical Skills

• Proficiency in Microsoft Office (Excel, Word, Powerpoint)
• Highly adaptable with the ability to quickly learn, implement, and optimize new technologies and systems