- Salary
- $75k – $90k/yr
- Location
- San Rafael, California
- Type
- Full-time
- Department
- Administration
- Source
- BetterTeam
Description
Position Summary:
The Executive Administrator provides high-level administrative, operational, and coordination support to the CEO and senior leadership team. This position helps ensure executive priorities are organized, communication is timely, confidential information is handled appropriately, and agency operations are supported in a compliant and professional manner.
This position serves as a key administrative partner to executive leadership and works collaboratively with clinical, program, finance, human resources, compliance, and administrative teams. The Executive Administrator manages confidential information, coordinates executive priorities, facilitates communication across departments, and supports organizational initiatives within a behavioral health environment.
The ideal candidate is highly organized, proactive, detail-oriented, professional, and resourceful, with the judgment to manage confidential information and the flexibility to balance competing priorities in a mission-driven behavioral health setting.
Primary Responsibilities:
- Provide comprehensive administrative support to the CEO and senior leadership team.
- Manage complex calendars, meetings, appointments, travel arrangements, and executive schedules.
- Ability to write procedures to implement tasks based on directions agreed by leadership.
- Provide administrative support to the Board of Directors.
- Respond to telephone calls professionally, route inquiries appropriately, and provide assistance or follow-up as needed.
- Prepare agendas, presentations, reports, correspondence, meeting materials, and other executive documents.
- Coordinate leadership meetings and ensure timely distribution and follow-up of meeting materials and action items.
- Maintain organized electronic and physical files, records, and confidential documents.
- Monitor deadlines, commitments, and organizational priorities on behalf of executive leadership.
- Draft and proofread professional correspondence, communications, reports, and presentations.
- Assist leadership with preparation for regulatory reviews, audits, licensing activities, and accreditation processes.
- Maintain awareness of applicable agency policies, procedures, confidentiality requirements, and regulatory expectations.
- Support documentation and tracking related to compliance initiatives, quality improvement activities, insurance and organizational requirements.
- Handle protected health information and other sensitive information in accordance with HIPAA and agency policies.
- Assist with maintaining accurate records and documentation necessary for effective agency operations.
Required Qualifications:
- Bachelor’s degree in Business Administration, Healthcare Administration, Public Administration, Behavioral Health, or a related field; equivalent professional experience may be considered.
- 3–5 years of progressively responsible administrative experience, preferably supporting executives or senior leadership.
- Experience working in healthcare, behavioral health, social services, nonprofit, or another highly regulated environment preferred.
- Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Demonstrated ability to handle confidential and sensitive information appropriately.
- Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Exceptional attention to detail and accuracy.
- Ability to work independently, exercise sound judgment, and anticipate administrative needs.
- Professional demeanor and ability to interact effectively with individuals at all organizational levels.
Desired Experience:
- Knowledge of behavioral health, healthcare, or social service operations.
- Familiarity with HIPAA, behavioral health regulations, licensing, accreditation, or healthcare compliance.
- Experience with board or committee administration.
- Experience preparing executive reports, presentations, and meeting materials.
- Experience coordinating organizational projects or quality improvement initiatives.
- Experience with grant data collection and writing.
Benefits:
- 401(k).
- Dental Insurance.
- Health Insurance.
- Paid Time Off.
- Vision Insurance.
REQUIRED:
- Ability to Commute to San Rafael, CA
Work Location:
- In person (not remote).
- San Rafael, CA.
Skills
ExcelComplianceHIPAA