Executive Assistant

About Freedom Recovery Centers:
Freedom Recovery Centers is a leading substance abuse treatment organization dedicated to supporting individuals on their journey to recovery. Our mission is to help reclaim one’s life, purpose and wellbeing. We strive to maintain a supportive workplace that empowers our staff to make a difference in the lives of our patients and their families.

Job Summary:
The Executive Assistant is the first point of contact for clients, families, and visitors at Freedom Recovery Centers, providing a welcoming and professional environment. This role involves managing front desk operations, answering phones, scheduling appointments, managing the CEO’s schedule/calendar and supporting administrative tasks to facilitate smooth operations. The Receptionist handles inquiries with discretion and compassion, ensuring client confidentiality and adherence to the center’s policies.

Key Responsibilities:

• Front Desk Management
• Greet clients, visitors, and staff warmly, creating a welcoming and supportive atmosphere.
• Answer and direct phone calls and emails professionally, addressing inquiries or redirecting them to appropriate staff members.
• Manage client check-in and check-out processes, ensuring accurate documentation and maintaining confidentiality

• Appointment Scheduling and Coordination
• Schedule leadership appointments, events, and follow-ups with leadership staff, keeping accurate records of all appointments.
• Confirm appointments with leadership and coordinate any necessary paperwork or forms.
• Communicate scheduling changes promptly to maintain smooth operations.

• Administrative Support
• Assist with filing, data entry, and maintaining organized records in compliance with facility policies and HIPAA guidelines.
• Prepare, distribute, and manage client forms, treatment packets, and informational brochures.
• Support administrative tasks, following budget and ordering office supplies and ensuring a tidy reception area.
• Client and Visitor Assistance
• Provide basic information about facility programs, services, and policies to clients and visitors in a compassionate manner.
• Direct clients to appropriate staff or resources as needed, ensuring they feel supported and informed.
• Handle inquiries regarding admissions and general program information, maintaining a respectful, confidential approach.

• Communication and Collaboration
• Act as a central communication hub, relaying messages to clinical, administrative, and support staff accurately.
• Coordinate with clinical and administrative teams to support efficient operations and address any client needs.
• Supportive to the company’s vision and approach of longer lengths of stay and positive outcomes for lasting recovery
• Participate in team meetings to stay informed about facility updates, events, and policies.
• Confidentiality and Compliance
• Ensure all client interactions and information are handled in compliance with HIPAA and confidentiality standards.
• Maintain discretion in all communication, upholding the center’s commitment to client privacy.
• Follow facility policies and protocols regarding client records, document handling, and information sharing.

Qualifications:

• High school diploma or GED required; additional coursework in office administration or customer service is preferred.
• Minimum of 1-2 years of experience in a receptionist, administrative, or customer service role, preferably in a healthcare or behavioral health setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with electronic health record (EHR) systems is a plus.
• Knowledge of HIPAA and confidentiality standards in healthcare.

Competencies:

• Excellent interpersonal and communication skills with a compassionate, client-centered approach.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively in a busy environment.
• Professional demeanor with a high level of empathy and patience.
• Reliable, punctual, and dedicated to maintaining a supportive, welcoming environment.
• Dedication to maintaining ethical standards, client confidentiality, and continuous professional development.
• Must meet pre-employment and maintain all applicable state, national, and job-related guidelines for reference checking, background screening, urine drug screening & health screening (if selected), DMV (if applicable), insurance (if applicable), and license/credential verifications

Job Types: Full-time, Part-time

Schedule:

• 8 hour shift
• Weekends only

Work Location: In person