Administrative Assistant

BEACON BEHAVIORAL SUPPORT SERVICES•Plano, TX

34d

About The Position

The Executive Admin Assistant provides essential administrative, organizational, and operational support to ensure the smooth day-to-day functioning of the office and to assist executives and cross-department teams. This role helps maintain documentation, coordinate schedules, support vendor and contract processes, and assist with compliance and operational tasks across a multi-entity behavioral health organization.

Responsibilities

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.