Beacon Behavioral Partners is seeking an organized and proactive Administrative Assistant to join our team. This role provides essential administrative, organizational, and operational support to executives and cross-department teams, ensuring the smooth day-to-day functioning of our multi-entity behavioral health organization.
What You'll Do
- Assist with maintaining vendor, provider, and partner contact lists and documentation.
- Track contract renewal dates, organize files, and maintain executed agreements.
- Support leaders by gathering information related to vendor performance or service issues.
- Maintain centralized contract folders and assist with preparing files needed for audits or due diligence.
- Maintain insurance documentation, certificates of coverage, and policy files.
- Assist with gathering required information for claims submissions.
- Support scheduling and administrative tasks related to policy renewals.
- Keep insurance documentation organized across multiple entities and facilities.
- Assist with organizing documents, schedules, and communications for clinic acquisitions.
- Upload and maintain files in secure data rooms.
- Support gathering contracts, leases, agreements, and compliance documents during due diligence.
- Provide administrative support during pre- and post-integration phases.
- Maintain accurate records for licensing, provider documents, and corporate filings.
- Assist in preparing simple compliance forms, summaries, or reports.
- Track deadlines for corporate filings such as annual reports, DBAs, and name registrations.
- Support ongoing administrative projects, process improvements, and database maintenance.
- Maintain vendor lists, contact sheets, and administrative documentation systems.
- Assist with travel bookings, hotel reservations, and logistics coordination.
- Support office and operational setup during new clinic integrations.
- Manage calendars, coordinate meetings, and arrange travel for assigned leaders.
- Prepare meeting agendas, take notes, and distribute follow-up items.
- Assist in preparing documents, summaries, and reports for leadership.
- Communicate with internal departments on behalf of leadership as needed.
- Support daily office operations including supply ordering and equipment coordination.
- Assist with workspace setup for new employees and maintain shared office areas.
- Serve as a point of contact for facility needs, maintenance, and building communication.
- Help maintain a professional and organized office environment.
- Draft and format letters, forms, and basic business documents under supervision.
- Maintain organized digital and physical filing systems.
- Assist with expense reports, reimbursements, and credit card receipt tracking.
- Support documentation governance and audit preparedness across multiple entities.
Beacon Behavioral Partners is an equal opportunity employer.
