Executive Assistant - Psychiatry Leadership​/CMO

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.

Salary for this role. Starting wage is based on experience and company equity. Paid bi-weekly.$67,121.60 - $ 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.

Essential Functions:

Administrative and Communication Support Prepares and distributes written correspondence, reports, presentations, agendas, meeting materials, and internal documents for the Chief Medical Officer and Medical Leadership Team. Examples may include physician communications, policy updates, meeting summaries, training communications, and department-wide announcements.

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.

Meeting and Calendar Management Schedules and organizes internal and external meetings, including coordinating attendees, reserving meeting space, arranging virtual platforms, securing equipment, and coordinating catering as needed. Examples may include Medical Leadership meetings, Physician Operations meetings, Morbidity and Mortality meetings, supervision meetings, performance management meetings, case conferences, prescriber meetings, trainee events, and external partner meetings.

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.

Operational, Business, & Workforce Support 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. Responsibilities…