What are the responsibilities and job description for the Executive Assistant to Chief Executive Officer position at Diversified Treatment Alternative Centers (DTAC)?
Department: Executive Office
Reports To: Chief Executive Officer
FLSA Status: Exempt
Location: Chadds Ford, PA
Position Summary
The Executive Assistant to the CEO provides high-level administrative, operational, and strategic support to the Chief Executive Officer of a behavioral healthcare organization serving children and youth across multiple levels of care and treatment locations. This role requires exceptional discretion, organizational skill, sound judgment, and the ability to manage competing priorities in a fast-paced, mission-driven healthcare environment.
The Executive Assistant serves as a trusted partner to the CEO, facilitating communication with executive leadership, clinical leadership, board members, community partners, and external stakeholders while ensuring operational efficiency and alignment with organizational priorities.
Key Responsibilities
Executive & Strategic Support
- Manage and optimize the CEO’s complex calendar, including internal meetings, clinical leadership meetings, board sessions, and community engagements.
- Prioritize scheduling in alignment with strategic goals and regulatory deadlines.
- Prepare briefing materials, reports, presentations, and executive summaries.
- Support CEO in tracking strategic initiatives, KPIs, and organizational objectives.
- Draft and edit correspondence, speeches, and communications on behalf of the CEO.
Board & Governance Support
- Coordinate Board meetings, committee meetings, and executive sessions.
- Prepare meeting packets, agendas, minutes, and supporting documentation.
- Ensure compliance with governance, accreditation, and regulatory documentation requirements.
Confidential & Sensitive Information Management
- Handle highly confidential information including clinical, operational, financial, and personnel matters in compliance with HIPAA and privacy standards.
- Maintain secure document management systems and executive files.
Cross-Functional Coordination
- Serve as liaison between the CEO and senior leadership (clinical, operations, finance, compliance, HR).
- Facilitate follow-up on action items and ensure timely execution of key decisions.
- Coordinate internal communications and leadership updates.
Project & Operational Support
- Assist with special projects, mergers/acquisitions, program expansions, or accreditation preparation as assigned.
- Support regulatory and compliance reporting deadlines where applicable.
- Monitor timelines and deliverables for enterprise initiatives.
Administrative Leadership
- Oversee executive office processes and recommend improvements for efficiency.
- Coordinate travel arrangements, expense reporting, and contract routing.
- Support event planning, community outreach events, and executive engagements.
- Serve as office manager for the Chadds Ford office.
Required Qualifications
- Bachelor’s degree in Business Administration, Healthcare Administration, Public Health, or related field (or equivalent experience).
- 5 years of executive-level administrative experience (healthcare or behavioral health strongly preferred).
- Experience supporting C-suite leadership and/or Board of Directors.
- Advanced proficiency in Microsoft Office Suite and virtual meeting platforms.
- Strong understanding of confidentiality standards (HIPAA knowledge preferred).
- Strong organizational skills and experience with project management and oversight.
Preferred Qualifications
- Experience in behavioral health, substance use treatment, community mental health, or integrated care settings.
- Familiarity with healthcare compliance, accreditation (e.g., Joint Commission, CARF), or regulatory reporting.
- Project management experience or certification.
Key Competencies
- Exceptional discretion and ethical judgment
- Strategic thinking and proactive problem-solving
- Strong written and verbal communication skills
- Ability to manage ambiguity and shifting priorities
- Executive presence and professionalism
- High emotional intelligence and stakeholder diplomacy
Work Environment
This role operates in a professional healthcare environment and may require occasional evening meetings (e.g., board meetings or community events) and travel with the CEO. The position may be hybrid or fully onsite depending on organizational needs.
DTAC is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic.