Administrative Assistant in Florence, Alabama at Remedy Behavioral Health

Position Summary

The Administrative Assistant serves as the primary administrative support to the President and executive leadership team. This role is responsible for managing complex schedules, coordinating cross-departmental communication, maintaining accurate records, and ensuring smooth day-to-day operations at the executive level. The Senior Administrative Professional is expected to operate with discretion, initiative, and a forward-thinking approach, anticipating needs and providing solutions before issues arise.

Essential Job Duties and Responsibilities

• Provide comprehensive administrative support to the President and executive team.
• Manage and coordinate executive schedules, appointments, meetings, and events.
• Prepare, proof, and distribute correspondence, reports, and presentations.
• Track organizational milestones, observances, and key dates for leadership awareness.
• Maintain accurate and organized records, files, and documentation.
• Support intake forms, medical records, and other sensitive materials with accuracy and confidentiality.
• Assist with QuickBooks entries, financial tracking, and related administrative tasks.
• Coordinate communication between leadership and departments.
• Provide logistical and administrative support for projects and initiatives.
• Support internal communication and social media as requested.
• Anticipate needs and proactively solve problems.
• Perform other duties as assigned in support of organizational needs.

Compliance & Confidentiality Responsibilities

• Maintain strict confidentiality regarding patient, provider, employee, and company information.
• Comply with HIPAA, Federal False Claims Act, and internal compliance protocols.
• Report any suspected compliance violations or HIPAA breaches to supervisor or designated officer.
• Participate in audits and quality assurance initiatives as requested.

Minimum Requirements

• Education: High school diploma or equivalent required.
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 2+ years of experience as an administrative or executive assistant (or equivalent administrative role).
• Demonstrated reliability, discretion, and professional judgment.

Required Skills & Competencies

• Expert-level proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to anticipate needs, solve problems proactively, and operate independently.
• Professional demeanor, resourcefulness, and adaptability under pressure.

Physical Demands & Work Environment

• Work is performed primarily in an office environment.
• Requires regular use of a computer, phone, and standard office equipment.
• Must be able to sit, stand, and walk for extended periods.
• Occasionally lift up to 20 pounds.