Executive Assistant

Prosperous Health; Agoura Hills (CA); On-site; USD 65,000 - 93,000; Full time

Job summary

Prosperous Health is seeking an Executive Assistant to support the Founder and Medical Director, handling the Medical Director’s calendar, patient appointments, email communications, and front-desk duties in a healthcare setting.

The role requires discretion, strong written and verbal communication, and the ability to coordinate patient appointments, organize files, and liaise with executives, clinicians, and staff. This on-site position supports behavioral health operations with confidentiality.

Qualifications

• High school diploma or equivalent.
• Experience as an executive assistant, administrative support, medical-office support, front-desk operations, appointment coordination, or similar role.
• Demonstrated experience managing calendars, appointments, communications, and competing priorities.
• Strong written and verbal communication skills.
• Ability to prepare polished, professional correspondence.
• Strong organizational skills and attention to detail.
• Ability to work independently and follow through without prompting.
• Good judgment and escalation awareness.
• Reliability, punctuality, professionalism, and responsiveness.
• Proficiency with email, electronic calendars, word-processing, shared documents, and general office technology.
• Ability to maintain strict confidentiality concerning patient, personnel, executive, and company information.
• Ability to interact professionally and compassionately with patients, families, employees, executives, and outside professionals.

Responsibilities

• Manage and maintain the Founder and Medical Director’s professional calendar.
• Schedule and coordinate meetings, patient appointments, internal consultations, outside appointments, and company obligations.
• Serve as the primary contact for requests involving the Medical Director’s availability.
• Evaluate scheduling requests according to urgency and priority.
• Identify scheduling conflicts and coordinate changes with affected parties.
• Provide appointment reminders and ensure the Medical Director has required information and materials.
• Protect administrative time from unnecessary interruptions.

Skills

Calendar management

Email management

Written communication

Organizational skills

Discretion/confidentiality

Independent worker

Professionalism

Interpersonal skills

Office technology

Education

High school diploma or equivalent

Tools

Email software

Electronic calendars

Word processing

Shared documents

Office technology

Job description

About Prosperous Health

Prosperous Health provides behavioral health and mental health services across inpatient and outpatient settings. We are committed to compassionate, coordinated, and professionally delivered care supported by strong communication, accountability, confidentiality, and operational excellence.

Position Summary

Prosperous Health is seeking a highly organized, discreet, responsive, and dependable Executive Assistant to provide direct administrative support to the company's Founder and Medical Director.

The Executive Assistant will serve as the primary administrative gateway to the Medical Director’s schedule and professional communications. The position will manage the Medical Director’s calendar, coordinate patient appointments, organize and monitor email communications, prepare and send correspondence, maintain files, communicate with company personnel on the Medical Director’s behalf, and track important requests and follow-up responsibilities.

Because the Medical Director periodically conducts in-person patient appointments, this position will also provide on-site reception and front-desk support when patients are present.

The ideal candidate will combine executive-level organizational skills with professional, patient-centered communication. Experience in behavioral health, mental health, substance-use-disorder treatment, healthcare, or medical-office administration is strongly preferred.

Essential Duties and Responsibilities

Executive Calendar Management

• Manage and maintain the Founder and Medical Director’s professional calendar.
• Schedule and coordinate meetings, patient appointments, internal consultations, outside appointments, and company obligations.
• Serve as the primary point of contact for requests involving the Medical Director’s availability.
• Evaluate scheduling requests according to urgency, priority, and established direction.
• Identify scheduling conflicts and coordinate changes with all affected parties.
• Provide appointment reminders and ensure the Medical Director has the information and materials needed for scheduled commitments.
• Protect designated administrative, clinical, and executive time from unnecessary scheduling conflicts or interruptions.

Email and Communication Management

• Monitor, organize, prioritize, and assist with managing the Medical Director’s email inbox.
• Identify urgent, time-sensitive, confidential, or high-priority communications and elevate appropriately.
• Draft, proofread, format, and send professional emails, letters, memoranda, notices, and other communications at the Medical Director’s direction.
• Communicate with executives, clinical personnel, operations personnel, patients, outside providers, vendors, and other stakeholders on the Medical Director’s behalf when authorized.
• Track requests, instructions, decisions, delegated assignments, deadlines, and follow-up obligations.
• Maintain appropriate boundaries concerning which matters may be handled administratively and which require the Medical Director’s personal or clinical review.

Patient Appointment and Front-Desk Support

• Schedule, confirm, reschedule, and coordinate patient appointments.
• Provide professional on‑site reception and front-desk support during the Medical Director’s in‑person patient appointments.
• Greet patients and visitors respectfully and assist with an organized check‑in process.
• Notify the Medical Director of patient arrivals and communicate delays or schedule changes appropriately.
• Assist with administrative appointment forms, filing, scanning, record organization, and proper routing of information.
• Handle patient information in compliance with HIPAA, company policy, and all applicable confidentiality requirements.

Administrative Support

• Create, maintain, organize, and retrieve physical and electronic files.
• Assist with scanning, filing, document preparation, record organization, and administrative tracking.
• Maintain accurate contact lists, appointment records, task lists, and follow‑up reminders.
• Assist with meeting coordination, agendas, supporting materials, and follow‑up documentation when requested.
• Facilitate appropriate communication between the Medical Director and company personnel.
• Help ensure that requests requiring the Medical Director’s attention are organized, communicated, and followed through to completion.
• Exercise discretion when handling medical, personnel, operational, legal, financial, or executive information.
• Perform other administrative duties reasonably related to supporting the Founder and Medical Director.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in executive assistance, administrative support, medical‑office support, front‑desk operations, appointment coordination, or a comparable position.
• Demonstrated experience managing calendars, appointments, communications, and competing priorities.
• Strong written and verbal communication skills.
• Ability to prepare polished, professional correspondence.
• Strong organizational skills and attention to detail.
• Ability to work independently and follow through on assignments without repeated prompting.
• Sound judgment and the ability to recognize when an issue requires escalation.
• Demonstrated reliability, punctuality, professionalism, and responsiveness.
• Proficiency with email, electronic calendars, word‑processing applications, shared documents, and general office technology.
• Ability to maintain strict confidentiality concerning patient, personnel, executive, and company information.
• Ability to interact professionally and compassionately with patients, families, employees, executives, and outside professionals.

Nursing-Student Development Opportunity

Candidates currently enrolled in an approved LVN, vocational nursing, registered nursing, or related healthcare education program are encouraged to apply.

When appropriate and permissible, the Medical Director may be able to verify qualifying work activities, supervised experiences, or hours that independently satisfy the requirements of the employee’s educational program. Any arrangement must be reviewed and approved in advance and remains subject to the school’s requirements, applicable regulations, appropriate supervision, and company authorization.

Employment in this position does not guarantee clinical placement, clinical hours, academic credit, or licensure eligibility.

This is primarily an executive administrative position. The employee will not independently provide nursing care, medical advice, clinical assessment, or other licensed services unless separately authorized, appropriately supervised, and legally qualified to perform those functions.

Core Competencies

• Confidentiality and discretion
• Executive-level organization
• Calendar and priority management
• Professional written communication
• Patient-centered service
• Dependable follow-through
• Initiative and sound judgment
• Appropriate escalation
• Adaptability and problem-solving
• Cross-departmental communication

Schedule

This is a full-time, on-site position. The anticipated schedule is Monday-Friday, 8:00 a.m.-4:30 p.m. Some flexibility may be required to support patient appointments, meetings, or time-sensitive needs of the Founder and Medical Director.

As a nonexempt employee, the selected candidate will be required to accurately record all working time. Any overtime must be authorized in advance and will be compensated in accordance with applicable law and company policy.

Work Environment and Physical Requirements

This position primarily operates in a professional office and healthcare‑services environment. The employee must be able to use a computer and telephone for extended periods, communicate effectively in person and electronically, organize electronic and physical records, and occasionally lift or move routine office materials weighing up to [15/25] pounds.

Reasonable accommodations may be provided to qualified individuals with disabilities.