Director of Operations Assistant

Sanctuary Recovery Centers•Phoenix, AZ

4d•Onsite

About The Position

Sanctuary Recovery Centers is seeking a highly organized, proactive, and detail-oriented Personal Assistant to support the Director of Operations in the daily management of behavioral health and substance abuse treatment programs. This position serves as a trusted administrative and operational partner, helping coordinate projects, manage communications, track compliance activities, prepare reports, and ensure the efficient execution of organizational priorities. The ideal candidate possesses exceptional organizational skills, maintains strict confidentiality, thrives in a fast-paced environment, and has experience supporting leadership within healthcare, behavioral health, or substance use treatment settings. This role requires the ability to balance multiple priorities while supporting operational excellence across Residential Treatment, Intensive Outpatient (IOP), Outpatient (OP), and Sober Living programs.

Requirements

High School Diploma or GED required.
Minimum of two (2) years of executive assistant, administrative assistant, healthcare administration, or operations support experience.
Strong organizational and time-management skills.
Excellent written and verbal communication abilities.
Ability to manage multiple priorities with minimal supervision.
Demonstrated experience maintaining confidential information.
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft Teams
SharePoint
HRIS, ATS, or healthcare software systems
Exceptional organization
Attention to detail
Problem-solving
Professional communication
Critical thinking
Ability to prioritize competing demands
Strong follow-up and accountability
Trustworthy and discreet
Self-motivated
Adaptable
Service-oriented
Professional under pressure
Able to maintain strict confidentiality
Prolonged periods of sitting, computer work, and telephone communication.
Ability to move throughout administrative and treatment facilities as needed.
Ability to occasionally lift and transport office materials up to 25 pounds.

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Behavioral Health, Human Services, or a related field preferred.
Experience in behavioral health, substance abuse treatment, healthcare, or social services.
Knowledge of HIPAA and confidentiality regulations.
Familiarity with ADHS, Joint Commission, AHCCCS, or healthcare compliance requirements.
Experience supporting executive leadership or senior management.
Experience working with treatment programs, residential facilities, or healthcare operations.

Responsibilities

Manage and maintain the Director of Operations' calendar, appointments, meetings, and deadlines.
Coordinate internal and external meetings, including scheduling, agendas, meeting materials, and follow-up items.
Draft professional correspondence, reports, presentations, memorandums, and communications on behalf of leadership.
Monitor and prioritize emails and communications requiring leadership attention.
Track and manage action items, projects, and critical deadlines.
Maintain organized electronic and paper filing systems.
Assist with special projects and operational initiatives as assigned.
Support daily operational activities across multiple programs and departments.
Monitor project timelines and follow up with department leaders regarding assigned tasks.
Compile data and prepare operational reports for leadership meetings.
Assist with process improvement initiatives and workflow development.
Coordinate communication between Operations, Clinical, Admissions, HR, Compliance, and Finance departments.
Identify and escalate operational concerns requiring leadership attention.
Maintain and organize compliance-related documentation.
Assist with preparation for ADHS, Joint Commission, AHCCCS, and payer audits.
Track operational requirements, deadlines, corrective action plans, and compliance projects.
Support policy and procedure updates, distribution, and document management.
Assist in maintaining audit-ready records and operational documentation.
Attend leadership meetings and record meeting minutes.
Create and maintain action-item logs.
Track completion of assigned leadership initiatives.
Prepare meeting packets, reports, and supporting documentation.
Coordinate department meetings and leadership events.
Maintain spreadsheets, dashboards, and operational tracking tools.
Gather and analyze operational data as requested.
Monitor program metrics, staffing updates, and compliance reports.
Generate recurring and ad-hoc reports for leadership review.
Ensure data accuracy and timely reporting.
Serve as a professional liaison between the Director of Operations and internal or external stakeholders.
Coordinate communication with community partners, referral sources, vendors, and service providers.
Maintain positive working relationships while exercising professionalism and discretion.
Handle sensitive and confidential information with the highest level of integrity.