Administrative Assistant

Job Description

Job Description

Position: Administrative Assistant

Status: Full Time, Non-Exempt

Schedule: Monday-Friday, 8:00am to 4:30pm or 8:30am to 5:00pm; occasional (rare) attendance at after-hours or weekend work-related events

 

Position Summary

Are you organized, adaptable, and able to calmly handle whatever comes next? If you can keep a calendar organized, a meeting on track, and a CEO moving in the right direction, we want to meet you.

 

The Administrative Assistant to the CEO provides high-level administrative and operational support in an inpatient behavioral health setting. This is a fast-paced, highly visible role for someone who can think ahead, move quickly, communicate confidently, and pivot when priorities change.

 

You will support the CEO and executive leadership while coordinating communication with clinical teams, physicians, courts, external agencies, and other partners. The right person is professional and polished, but also energetic, resourceful, and comfortable with a little unpredictability. You should be able to match the CEO’s energy without losing sight of the details.

 

Confidentiality, sound judgment, HIPAA and 42 CFR Part 2 compliance, and a commitment to patient-centered care are essential.

 

Key Responsibilities

• Provide executive support including calendar management, meeting coordination, travel arrangements, and correspondence

• Keep the executive office organized; anticipate needs, prioritize tasks, and track deadlines

• Prepare agendas, attend leadership and medical executive meetings, and document 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

• Draft administrative communications, reports, and announcements

• Track contracts, licenses, certifications, and compliance documentation

• Assist with audits, surveys, and accreditation documentation

• Coordinate hospital events, executive initiatives, and vendor relationships

• Support data collection, reporting, and deadline tracking

• Troubleshoot problems, jump in where needed, and help keep things moving when priorities change

Qualifications

• High School Diploma or GED required; associate or bachelor’s degree preferred

• Minimum two (2) years of administrative experience directly supporting a member, or members, of a leadership team; behavioral health, psychiatric hospital, or legal support experience strongly preferred

• Knowledge of HIPAA, patient confidentiality, 42 CFR Part 2, and healthcare compliance

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

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

 

Skills & Competencies

• Highly organized with strong prioritization and follow-through

• Comfortable in a fast-paced environment where priorities can change quickly

• Excellent written and verbal communication skills

• Professional, discreet, and trustworthy

• Calm under pressure and able to think on your feet

• Resourceful, proactive, and solution-oriented

• Flexible, adaptable, and positive

• Confident enough to speak up and organized enough to follow through

• Able to match the pace and personality of a dynamic executive while maintaining professionalism

• A good sense of humor and the ability to keep up when the day does not go exactly as planned

 

Equal Opportunity Employer
Northlake Behavioral Health System is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic or class.