Executive Assistant - Psychiatry Leadership/CMO (62474)

Aurora Mental Health & Recovery • Aurora, CO

14h • $67,122 - $107,390 • Hybrid

About The Position

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.

Requirements

• Associate's required; bachelor’s degree preferred.
• Minimum 5 years of executive administrative support experience, preferably supporting senior leaders in healthcare or a similarly complex environment.
• Advanced proficiency in Microsoft Office Suite and ability to quickly learn new systems and technologies.
• Exceptional organizational, time-management, and project coordination skills.
• Strong written and verbal communication skills.
• Ability to exercise independent judgment, maintain confidentiality, and manage sensitive information.
• Strong customer service orientation and relationship-building skills.
• Required Vaccination and TB Test. At AMHR, the health and safety of our clients and staff are our top priorities. As part of this commitment, all employees are required to receive an annual influenza (flu) shot and present a negative TB test result before their first day of work. Proof of both the flu shot and a negative TB test must be provided on your first day of employment. Medical and religious exemptions can be requested if necessary.

Nice To Haves

• Experience supporting physician leaders, medical executives, or healthcare operations - preferred.
• Experience working with electronic health records (EHRs), payroll systems, and healthcare-related technologies – preferred.

Responsibilities

• Prepares and distributes written correspondence, reports, presentations, agendas, meeting materials, and internal documents for the Chief Medical Officer and Medical Leadership Team.
• 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.
• Schedules and organizes internal and external meetings, including coordinating attendees, reserving meeting space, arranging virtual platforms, securing equipment, and coordinating catering as needed.
• 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.
• 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.
• 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.
• Completes care coordination and operational support activities as assigned to support continuity of services, departmental efficiency, and organizational goals.
• 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.
• 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

Benefits

• Health insurance: Kaiser
• Dental, vision, and flexible spending accounts (dependent care & health care)
• Company paid basic life and AD&D insurance
• Long-term disability coverage
• 403(b) retirement plan which provides 100% vesting immediately, and matching contributions up to 4% after one year of employment
• Accrued Vacation pay up to 12 days and accrued Sick Pay up to 12 days per year, plus 10 Paid Company Holidays, and 1 floating holiday (hours calculated pro-rata basis based on full-time equivalency)
• Employee Assistance Program
• Voluntary term life insurance
• Short term disability

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree