Nexus Neurorecovery Center
Job Description
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).
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).