Administrative Assistant

Overview

Support the Operations That Make Recovery Possible
At State of the Heart Recovery, the Administrative Assistant provides essential administrative and operational support that allows clinical and program teams to serve clients effectively and compliantly. This role supports daily office operations, scheduling, internal communication, documentation, and record management within a behavioral-health and addiction-recovery environment.

The Administrative Assistant works closely with program leadership, clinical staff, and administrative teams to ensure workflows remain organized, accurate, and aligned with confidentiality requirements, trauma-informed practices, and Service Excellence standards.

• Support daily administrative operations, including answering phones and greeting staff, clients, and visitors in a professional and trauma-informed manner
• Schedule meetings, prepare agendas, and distribute materials for assigned meetings or committees
• Assist with data collection, reporting, and document preparation as directed by leadership
• Type, format, and distribute correspondence, reports, and internal documents accurately and on time
• Maintain organized electronic and physical filing systems
• Track and manage required paperwork, approvals, and administrative records
• Assist with onboarding documentation, staff records, and administrative compliance tasks as assigned
• Support special projects and departmental initiatives
• Demonstrate flexibility and professionalism when priorities shift or urgent needs arise
• Maintain current staff contact information and support internal communication needs
• Coordinate follow-through on administrative issues by routing items to appropriate departments
• Assist with timekeeping approvals, schedule tracking, and administrative reporting as assigned
• Provide calendar management and scheduling support for assigned leaders when requested
• Perform other administrative duties consistent with organizational needs

State of the Heart Recovery is a mission-driven organization dedicated to providing high-quality behavioral-health and recovery services. The Administrative Assistant plays a key role in maintaining the structure, organization, and communication that allows our teams to focus on client care.

You will join a collaborative environment that values professionalism, compassion, accountability, and continuous improvement, with opportunities to grow your administrative skills within a regulated and purpose-driven setting.

• High school diploma or equivalent required; college coursework or degree preferred
• At least two years of administrative or office support experience, preferably in healthcare, behavioral health, or another regulated environment
• Strong written and verbal English communication skills, including professional correspondence
• Proficiency with Microsoft Word, Excel, and Power Point
• Strong attention to detail and the ability to manage deadlines and changing priorities
• Demonstrated professionalism, reliability, and willingness to learn
• Strong interpersonal and customer-service skills
• Ability to work effectively both independently and as part of a team
• Bilingual English and Spanish preferred

We support the whole employee with benefits that promote stability and wellbeing, including:

• Health Care Plan (Medical, Dental, and Vision)
• Paid Time Off (Vacation and Select Public Holidays)
• Family and Medical Leave in accordance with state and federal law
• Wellness resources supporting mental and physical health