Administrative Assistant

Position: Administrative Assistant

Status: Full-Time, Hourly

Schedule: 8:30am-4:30pm

Position Summary

The Administrative Assistant to the CEO provides high-level administrative and operational support within an inpatient behavioral health setting. This role supports executive leadership by coordinating daily executive office functions, facilitating communication between clinical, administrative, and external partners, and assisting with regulatory, legal, and patient-related processes. The Executive Assistant plays a key role in supporting the hospital’s mission of patient-centered care, safety, compliance, and continuity of operations while maintaining strict confidentiality and HIPAA standards.

Key Responsibilities

• Provide executive-level support to the CEO, including complex calendar management, meeting coordination, travel arrangements, and executive correspondence

• Prepare agendas, attend leadership and medical executive meetings, and accurately document meeting minutes

• Serve as a liaison between executive leadership, clinical teams, physicians, courts, and external agencies

• Support judicial commitment (JC), PEC/CEC, and court-related processes, including documentation, filings, reporting, and notifications

• Maintain patient status logs, bed board updates, and patient mail tracking in coordination with nursing units

• Draft administrative communications, reports, and announcements related to hospital operations

• Track contracts, licenses, certifications, and compliance documentation in accordance with regulatory requirements

• Assist with audits, surveys, and accreditation-related documentation

• Coordinate hospital events, executive initiatives, and vendor relationships

• Support data collection, reporting, and deadline tracking across departments

Qualifications

• High School Diploma or GED required, Associate’s or Bachelor's degree in healthcare administration, Business Administration, or related field preferred

• Minimum two (2) years of executive administrative experience; behavioral health, psychiatric hospital, or legal support experience strongly preferred

• Knowledge of HIPAA, patient confidentiality, and healthcare compliance standards

• Proficiency in Microsoft Office and administrative systems; experience with EMR and court filing systems preferred

• Valid driver’s license; Notary Public certification a plus

Skills & Competencies

• Strong organizational and prioritization skills in a fast-paced behavioral health environment

• Excellent written and verbal communication with clinical and administrative teams

• High level of professionalism, discretion, and ethical judgment

• Ability to manage sensitive patient and legal information accurately

• Collaborative, adaptable, and detail-oriented with strong follow-through

Northlake Behavioral Health is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for all employment; free from discrimination based on race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preferences, status as a qualified individual with a disability, or status as a protected veteran.