Executive assistant

Job Overview

Our client is seeking a highly organized, proactive, and emotionally intelligent Executive Assistant to provide dedicated support to the CEO of a growing healthcare practice specializing in child therapy and mental health services. This role serves as the CEO’s trusted right hand, ensuring seamless day-to-day operations through exceptional calendar management, executive communications, administrative support, and client coordination. The ideal candidate is an experienced Executive Assistant who thrives in a fast-paced environment, demonstrates outstanding attention to detail, and is comfortable managing confidential information with professionalism and discretion. Experience supporting healthcare, behavioral health, or therapy professionals is highly desirable.

Schedule: Monday – Friday, Flexible within client’s business hours | Mountain Time

Responsibilities:

Executive Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating appointments, and sending calendar invitations.
• Prioritize the CEO’s schedule to maximize productivity and minimize scheduling conflicts.
• Monitor the CEO’s email inbox, prioritize correspondence, and flag urgent matters requiring immediate attention.
• Draft, proofread, and send professional internal and external communications on behalf of the CEO.
• Prepare and distribute meeting follow-up emails, action items, and summaries.

Client & Administrative Coordination

• Coordinate client onboarding communications and ensure all post-booking administrative tasks are completed accurately.
• Submit client insurance information and assist with insurance code verification and benefits processing.
• Maintain accurate client records while ensuring confidentiality and compliance with organizational procedures.
• Serve as a liaison between the CEO, internal staff, and external clients to ensure timely communication.

Financial & Administrative Support

• Organize, track, and submit receipts, invoices, and financial documentation to the company’s accountant.
• Assist with general administrative projects and operational tasks as assigned.
• Maintain organized digital filing systems and documentation.

Operational Support

• Learn and utilize specialized mental health, scheduling, and insurance platforms.
• Support continuous process improvements to enhance operational efficiency.
• Anticipate executive needs and proactively resolve administrative challenges.
• Handle sensitive and confidential information with the highest level of professionalism.

Requirements

• Minimum of 1 – 2 years experience supporting C-suite executives, founders, or senior leadership.
• Proven experience in executive calendar management and email management.
• Comfortable learning industry-specific software and operational processes.
• Proficient with Google Workspace, Microsoft Office, and virtual collaboration tools.

Nice to have:

• Experience working in healthcare, behavioral health, mental health, therapy, or medical administration.
• Familiarity with insurance verification, benefits coordination, or medical administrative workflows.
• Previous experience supporting remote executives or distributed teams.
• Experience working with confidential client information in compliance-focused environments.
• Experience utilizing AI (Claude, ChatGPT) to help automate systems where possible.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations