Administrative Assistant - Behavioral Healthcare & Executive Support

Terra Firma is a boutique behavioral healthcare and clinical case management company specializing in personalized support for individuals and families navigating mental health challenges, substance use disorders, and complex life transitions. Our services include clinical case management, interventions, family systems support, recovery coaching, and coordination with leading treatment professionals and facilities nationwide. We pride ourselves on providing highly individualized, discreet, and professional services to our clients and their families. Position Overview The Administrative Assistant will play an integral role in keeping Terra Firma's operations organized, efficient, and running smoothly. The ideal candidate is a self-starter who takes initiative, anticipates needs, manages competing priorities, and thrives in a fast-paced professional environment. This position requires exceptional organizational skills, strong written and verbal communication, discretion, and the ability to handle sensitive and confidential information. We are looking for someone who can do more than complete assigned tasks. We want someone who can identify what needs to be done, follow through independently, and help improve our internal processes. Key Responsibilities Administrative & Executive Support Provide daily administrative support to company leadership and management. Manage calendars, schedule meetings, coordinate appointments, and organize conference calls. Monitor and organize emails, correspondence, and follow-up communications. Maintain organized digital files, records, and company documentation. Prepare, edit, and format professional documents, reports, presentations, and correspondence. Track outstanding tasks, deadlines, and action items to ensure timely completion. Assist with travel arrangements, reservations, and scheduling logistics. Business Operations Support daily office operations and administrative workflows. Assist with preparing invoices, tracking payments, and maintaining billing records. Organize and maintain client agreements, contracts, and internal documents. Support onboarding processes for new clients and team members. Coordinate with vendors, service providers, and external business partners. Assist in developing and maintaining administrative systems and procedures. Identify opportunities to improve organization, efficiency, and operational processes. Qualifications Required 2+ years of administrative, executive assistant, or office management experience. Exceptional organizational skills and attention to detail. Excellent written and verbal communication skills. Strong proficiency with Google Workspace, Microsoft Office, and calendar management platforms. Ability to manage multiple responsibilities and shifting priorities. Strong problem-solving skills and ability to work independently. Professional demeanor and excellent interpersonal skills. Demonstrated ability to handle confidential and sensitive information. Reliable, punctual, and highly accountable. Preferred Experience in behavioral healthcare, mental health, medical offices, or professional services. Previous experience supporting executives or small-business owners. Familiarity with invoicing, billing, and basic bookkeeping. Experience with CRM systems, scheduling platforms, and project management tools. Familiarity with HIPAA and healthcare confidentiality requirements. #J-18808-Ljbffr Terra Firma Consulting