Aurora Mental Health & Recovery

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Executive Assistant - Psychiatry Leadership/CMO (62474)

Aurora Mental Health & Recovery (AMHR) is seeking a highly organized, collaborative, and proactive Executive Assistant to the Chief Medical Officer (CMO) to provide high-level administrative, operational, and project support to the CMO and Medical Leadership Team. This dynamic role serves as a trusted partner to executive and medical leadership, managing complex calendars, coordinating meetings and special projects, facilitating communication across departments, supporting physician recruitment and onboarding activities, and ensuring the efficient execution of key Medical Services initiatives. The Executive Assistant acts as a critical liaison between medical providers, organizational leaders, trainees, community partners, and internal stakeholders while exercising sound judgment, discretion, and professionalism in a fast-paced healthcare environment.

The ideal candidate thrives on managing competing priorities, anticipating needs, and creating seamless administrative support that enables leaders to focus on strategic and medical priorities. Successful candidates will possess advanced computer proficiency, including experience with Microsoft Office applications, electronic health records, HRIS, and the ability to quickly learn new technologies; exceptional written and verbal communication skills; strong customer service and interpersonal abilities; outstanding organizational and multitasking skills; attention to detail; flexibility in managing frequent interruptions and changing priorities; the ability to work independently and collaboratively; and a demonstrated commitment to maintaining confidentiality while handling sensitive employee, patient, provider, and organizational information.

Salary for this role. Starting wage is based on experience and company equity. Paid bi-weekly.

  • $67,121.60 - $107,390.40 per annum

Schedule. We are hiring a full-time EA to work Monday - Friday 8:00 AM - 5:00 PM. We have a hybrid work schedule where generally work 2 days in office with some flexibility with schedule based on overall team coverage. There may be a need for other days in the office or at other office locations to support team needs.

Essential Functions:
Administrative and Communication Support

  • Prepares and distributes written correspondence, reports, presentations, agendas, meeting materials, and internal documents for the Chief Medical Officer and Medical Leadership Team. Examples may include physician communications, policy updates, meeting summaries, training communications, and department-wide announcements.
  • Acts as the primary point of contact for internal and external inquiries and serves as a liaison between Medical Leadership, Human Resources, Talent Acquisition, Operations, Information Technology, Facilities, trainees, providers, and community partners.
  • Assists the Chief Medical Officer and Medical Leadership Team in prioritizing issues, managing competing demands, and coordinating responses to operational and administrative needs.
  • Collaborates with other Executive Assistants to coordinate assignments and support organizational leadership effectively.
  • Effectively interacts and communicates with staff, clients, providers, trainees, community partners, and stakeholders to build relationships, address concerns, and support positive outcomes.
  • Monitor executive communications and escalate urgent operational, compliance, and clinical matters as appropriate.

Meeting and Calendar Management

  • Schedules and organizes internal and external meetings, including coordinating attendees, reserving meeting space, arranging virtual platforms, securing equipment, and coordinating catering as needed. Examples may include Medical Leadership meetings, Physician Operations meetings, Morbidity and Mortality meetings, supervision meetings, performance management meetings, case conferences, prescriber meetings, trainee events, and external partner meetings.
  • Maintains complex executive and departmental calendars, coordinates schedule changes, and supports effective time management for the Chief Medical Officer and Medical Leadership Team.
  • Takes meeting minutes, documents action items, and distributes meeting records and follow-up communications to stakeholders.

Operational, Business, & Workforce Support

  • Maintains organized departmental records and administrative files, including meeting documentation, operational procedures, contracts, agreements, presentations, and other business records.
  • Assists directors in annual budget development activities and provides monthly expense reporting and scheduled budget reviews.
  • Reconciles monthly corporate credit card purchases for assigned executives and supports approval processes when applicable.
  • Supports department projects, special initiatives, retreats, training events, leadership activities, and organizational priorities as assigned.
  • Manages and reviews timesheets and payroll-related processes through the electronic payroll system for assigned direct reports and designated Medical Team members. Responsibilities include monitoring completion, communicating reminders, and supporting performance management workflows.
  • Coordinate Information Technology, Facilities, and operational service requests on behalf of Medical Services.
  • Maintain centralized Medical Team document repositories, operational records, meeting archives, procedures, contracts, and departmental reference materials.
  • Coordinate recruitment activities, candidate interviews, onboarding and offboarding processes, and training schedules for physicians, advanced practice providers, trainees, and other Medical Team members. Serve as a liaison between candidates, employees, Human Resources, Talent Acquisition, and Medical Leadership by facilitating communications, managing logistics, and maintaining related documentation.

Care Coordination and Team Support

  • Completes care coordination and operational support activities as assigned to support continuity of services, departmental efficiency, and organizational goals. Examples may include coordinating provider coverage schedules, facilitating communication among providers and leaders, and supporting department workflow needs.
  • Maintain physician supervision documentation and records for audits, accreditation reviews, and compliance purposes.
  • Coordinate Morbidity and Mortality (M&M) meetings and related documentation.
  • Manage prescriber vacation, coverage, and coverage-tracking calendars.
  • Coordinate physician licensure, continuing medical education (CME), certification, board-related reimbursement, and approval processes.
  • Track and maintain clinical Full-Time Equivalent (FTE) allocation records and related reporting tools.
  • Collect, organize, and maintain malpractice insurance documentation and other required provider credentialing records.

Other Functions (required of all positions):

  • Adheres to Code of Conduct, core values, policies, procedures, guidelines, and compliance plan
  • Effectively interacts and communicates with other staff, clients, customers, and partners to build relationships and address and resolve issues
  • Regular and consistent attendance is required to perform other essential functions of the job
  • Meets defined individual and team goals, metrics, and Key Performance Indicators
  • Actively participates in performance review process
  • Timely completes all annual and other required trainings
  • Protects all confidential information
  • Other duties as assigned
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