Executive Assistant - Psychiatry Leadership/CMO (62474)

About the role

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.

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.
• 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.
• Maintains organized departmental records and administrative files, including meeting documentation, operational procedures, contracts, agreements, presentations, and other business records.
• 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.
• Carefully coordinates recruitment activities, candidate interviews, onboarding and offboarding processes, and training schedules for physicians, advanced practice providers, trainees, and other Medical Team members.
• Serves 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.
• Manage 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.

Qualifications

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

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

Pay

$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.

Required Vaccination And TB Test

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.