Medical Executive Assistant

The Executive Assistant to the Clinical Director provides comprehensive administrative support to both the Residential Clinical Director and the Outpatient Clinical Director. This remote position plays a vital role in ensuring clinical operations run efficiently by managing day-to-day administrative tasks, developing materials, and supporting high-level projects. This position requires excellent communication, organization, and technical skills, as well as the ability to anticipate needs and follow through with minimal direction. Key Responsibilities: Coordinate and manages schedules for the Clinical Director, including internal and external meetings, supervision sessions, and team events.

Proactively support scheduling of clinical and administrative meetings with therapists, BHTs, psych providers, and other stakeholders. Assist with preparation of documents, presentations, and reports based on content and direction provided by the Clinical Director. Draft, format, and proofread communication materials including emails, memos, and presentations. Develop and maintain tracking spreadsheets, project trackers, clinical dashboards, and meeting agendas in Excel, teams, and Outlook. Organize and maintain digital filing systems for clinical operations and staff supervision records. Attend designated meetings to take notes, track action items, and follow up on deadlines as assigned.

Ensure timely documentation and reporting of clinical metrics and quality improvement initiatives. Assist with compiling data and materials for audits, licensing reviews, and internal QA/QI processes. Monitor project timelines and deliverables to ensure the Clinical Director’s administrative initiatives remain on schedule. Communicate and coordinate professionally with internal departments, contractors, vendors, and community partners. Identify opportunities to improve workflows and reduce administrative burden for clinical leadership. Maintain confidentiality and professionalism in all internal and external communications.

Ensure follow-through on all initiatives, projects, and administrative tasks assigned or led by the Clinical Director, providing updates and support as needed to drive completion. Track progress and follow up on work assigned to direct reports of the Clinical Director to ensure tasks are completed accurately and on time. Generate reports as requested by the Clinical Director to support ongoing oversight, planning, and strategic initiatives. Qualifications: Associate's degree required; Bachelor's degree preferred. At least 3 years of experience in an administrative, executive assistant, or coordinator role supporting senior leadership, preferably in healthcare or behavioral health settings.

Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint), Google Workspace, and Zoom. Strong organizational and project management skills with high attention to detail. Excellent written and verbal communication skills. Ability to manage competing priorities and maintain composure in a dynamic, fast-paced environment. Self-starter who takes initiative, meets deadlines, and exercises sound judgment. Familiarity with behavioral health terminology, HIPAA, and clinical workflows is a plus. Experience supporting remote teams. BenefitsThis is a full time roleUp to $6/hrUS time zone