Key Duties & Responsibilities

The five areas where your focus matters most:

1. CEO Calendar & Action Item Tracking

This is the highest-leverage thing you'll do. You own the CEO's calendar fully — protecting their time, making sure they're prepared, walking into every meeting, and tracking every action item that comes out of those meetings. You'll be in ClickUp daily, and every follow-up has an owner and a due date.

2. Licensing & Compliance

Zero missed deadlines. You'll maintain a live 90-day look-ahead for all credentialing and compliance requirements across both sites, coordinating with the relevant team members to stay ahead of renewals and submissions. Reactive is not an option here. Coordinate with the Clinic Director of Operations and/or site leaders to ensure facility inspection schedules are met and documentation is current.

3. Meeting Rhythm & Leadership Coordination

You'll make sure the leadership meeting cadence actually happens — at the right frequency, with the right prep, and documented properly. Before each 1-on-1 or leadership sync, you'll connect with site leaders and the Director of BD to gather agenda items. When meetings slip, you escalate immediately.

4. KPI Tracking & Reporting

You'll own the KPI dashboards for Business Development and the Site Directors — updated every Friday so the CEO has current data without having to ask for it. When numbers look off, you flag it.

5. Facilities, Events & Culture Support

You'll work out of both locations (Roanoke and Bedford) to observe operations, flag issues, and stay connected to what's actually happening on the ground. You'll also plan and execute our signature company events — the summer picnic, holiday party, and quarterly leadership offsites — from concept to execution. And you'll be our eyes and ears for content, capturing photos and video for the Social Media Manager when events and activities happen.

• Draft and proofread correspondence on behalf of the CEO
• Serve as the CEO's administrative point of contact for routine communications, filtering and prioritizing as needed.
• Serve as the internal liaison to the EHR, Click-Up, HR, and other contracted Vendors, escalating issues as needed.
• Support special projects and operational initiatives as assigned by the CEO.
• Monitor 30/60/90-day onboarding completion for new hires
• Support compliance reviews, audits, and accreditation visits with logistical and administrative backup
• Update SOPs as directed or as operational observation identifies gaps
• Maintain organized records for compliance, credentialing, inspections, and meeting documentation
• Coordinate with the Referral & Outreach Manager on marketing materials, event logistics, and community presence activities.
• Manage supply ordering across locations — proactively, so nothing runs out
• Send holiday cards and gifts to stakeholders and referral sources on behalf of the CEO
• Review and compile sponsorship and donation requests for CEO approval

Benefits:

Health Insurance

Company Sponsored Retirement Plan

Paid Time Off

Holidays

Free CEUs

Free Supervision

This position also offers a yearly performance bonus.

We care more about how you operate than where you went to school. Here's what we're genuinely looking for:

• Minimum 2 years of experience in an administrative, office management, or operations coordinator role.
• Demonstrated ability to manage multiple priorities and deadlines independently in a fast-paced environment.
• You anticipate rather than react. You've heard 'you're always one step ahead' before.
• Strong judgment — you know when to handle something yourself and when to escalate
• Discreet. You'll be trusted with sensitive information and you treat it that way.
• Comfortable working across tools — ClickUp, Google Workspace or Microsoft 365, calendar platforms. You pick up new systems quickly.
• Valid Virginia driver's license and ability to travel between our locations regularly
• Behavioral health, healthcare, or human services experience is a plus — but not required if you're sharp and eager to learn the space

A bachelor's degree is welcome but not required. Relevant experience and track record matter more.