Administrative Assistant

Job Description

POSITION SUMMARY:

The Administrative Assistant (AA) serves as a strategic partner and administrative backbone to the CEO and the senior leadership team of our 26-acre neurorecovery center. This role is pivotal in ensuring the seamless execution of executive functions, fostering organizational efficiency, and supporting the mission of delivering world-class neurorehabilitation services.

The Administrative Assistant will manage complex calendars, coordinate high-level meetings and events, prepare administrative communications, and act as a liaison between internal departments and external stakeholders. The ideal candidate is proactive, highly organized, and thrives in a dynamic healthcare environment. They must demonstrate discretion, emotional intelligence, and a deep commitment to supporting leadership in a mission-driven setting.

JOB SPECIFIC RESPONSIBILITIES:

Administrative Support

• Provide high-level administrative support to the CEO and leadership team, including calendar management, travel coordination, and preparation of reports, presentations, and correspondence.

• Draft and distribute internal communications, announcements, and memos on behalf of executive leadership.

• Record and distribute accurate meeting minutes for executive and departmental meetings.

• Assist in compiling data and preparing reports or presentations for leadership meetings and strategic planning.

Operations & Office Management

• Supervise front desk reception staff, ensuring professional service and consistent coverage.

• Serve as a backup receptionist when needed, maintaining a welcoming and efficient front-desk experience.

• Ensure cleanliness, organization, and functionality of administrative office spaces.

• Manage incoming and outgoing mail, including overnight shipments and vendor correspondence.

• Liaise with vendors and service providers (e.g., copier services), ensuring timely maintenance and contract compliance.

Project & Event Coordination

• Support the planning and execution of special projects, events, and initiatives led by the CEO or leadership team.

• Coordinate logistics and materials for board meetings, leadership retreats, and internal events.

• Maintain the NNC Conference Room calendar and coordinate meeting logistics.

Compliance & Documentation

• Maintain and update organizational policies, procedures, and forms in a timely and organized manner.

• Audit and manage contract files, ensuring compliance and accessibility.

• Monitor deadlines and updates related to policy reviews and accreditation requirements.

Financial & Business Office Support

• Assist with accounts payable processes, including invoice coding and documentation.

• Support the management of patient trust fund accounts with accuracy and confidentiality.

• Interact with business office vendors and assist with administrative financial tasks as needed.

Confidentiality & Professionalism

• Maintain strict confidentiality regarding employee, patient, and organizational information.

• Demonstrate strong communication skills, professionalism, and a proactive approach to identifying and completing tasks.

• Attend all mandatory in-service training and perform other duties as assigned.

POSITION QUALIFICATIONS:

Education & Experience

• Associate’s degree in business administration, Healthcare Administration, or related field required; Bachelor’s degree preferred.

• Minimum of 3–5 years of experience in an administrative assistant or senior administrative support role, preferably in a healthcare, rehabilitation, or nonprofit setting.

• Experience supporting C-level executives and managing confidential information with discretion.

Skills & Competencies

• Exceptional organizational and time management skills with the ability to manage multiple priorities and meet deadlines.

• Strong written and verbal communication skills, including the ability to draft professional correspondence and reports.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with database systems and scheduling software preferred.

• High level of professionalism, discretion, and emotional intelligence.

• Strong attention to detail and accuracy in all work.

• Ability to work independently and collaboratively in a fast-paced, mission-driven environment.

• Demonstrated ability to handle sensitive information with integrity and confidentiality.

Preferred Qualifications

• Familiarity with healthcare terminology, HIPAA regulations, and administrative processes in a clinical or rehabilitation setting.

• Experience coordinating leadership/ board meetings, preparing board packets, and supporting governance functions.

• Knowledge of basic accounting or finance processes (e.g., accounts payable, trust fund management).

Full-time