Executive Assistant, Medical Department

at  Ashley Addiction Treatment

THE ORGANIZATION

Ashley Addiction Treatment Center was founded in 1983 by two visionaries who knew the treatment of drug or alcohol addiction could be designed and effectively delivered in a holistic manner that compassionately considers the whole person and not just the disease. Innovative then, and innovative now, Ashley passionately continues its core mission “To transform and save human lives by integrating the science of medicine, the art of therapy, and the compassion of spirituality.” Organizationally strong, the organization rigorously adheres to its guiding principles, ethics, and a culture of excellence.

POSITION SUMMARY

The Executive Assistant (EA) is a supportive force who empowers the leadership team. The ideal EA is a proactive problem solver with exceptional communication skills and meticulous attention to details. The EA should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, The Executive Assistant needs to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

DESIRED KNOWLEDGE/SKILLS/ABILITIES

• Bachelor’s Degree from an accredited college.
• Ability to work under pressure and perform several unrelated tasks at the same time.
• Ability to effectively present information in one-on-one and small group situations to others and employees of the organization.
• Ability to think independently and develop solutions to departmental challenges.
• Three or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees

• Support the Director/CMO primarily and provide additional support to executive team members, as directed, to ensure that Ashleys’ goals and objectives are accomplished and that operations run efficiently
• Maintain and refine internal processes that support Senior executive team Ashley wide, and coordinate internal and external resources to expedite workflows
• Manage communication with employees by liaising with internal and external executives on various projects and tasks
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
• Schedules and coordinates meetings and events including the daily schedule, the call schedule, and departmental meetings
• Coordinates inter and intradepartmental projects including research studies performed within the organization. Works closely with research assistants.
• Completes prior authorization; schedule outside appointments, and follow up with results.
• Helps to ensure that patients are present for history and physical appointments.
• Prepares correspondence for CMO as requested.
• Collects and organizes invoices for approval from various departments.
• Assists members of the Medical team and staff members when help is required such as: typing; proofreading; copying; serving as back-up receptionist and other duties as necessary.
• Ensures confidentiality of information as required.
• Manage professional and personal scheduling for CMO, including agendas, mail, email, phone calls, client management, and other company logistics
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Maintain professionalism and strict confidentiality with all materials
• Organize team communications and plan events, both internal and off-site

In addition to role responsibilities, each staff member of Ashley, Inc. has the following responsibilities as a part of their employment:

• Models and reinforces Ashley’s mission and core values
• Performs other duties on an as-needed basis
• Protects our patient’s personal health information by maintaining compliance with HIPAA and other relevant Ashley related IT security regulations
• Reinforces Ashley’s commitment to diversity, equity and inclusion