Office Manager

Prosperous Health; Gorman (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Prosperous Health in California is seeking an Executive Assistant to serve as the first point of contact for clients, visitors, and referral partners while providing critical administrative support for daily operations. You will manage calendars, coordinate executive meetings and travel, prepare correspondence and minutes, and safeguard confidential information in line with HIPAA policies.

This role supports senior leadership across clinical and administrative staff, and includes onboarding

Qualifications

• Minimum of 3 years of executive or administrative support experience.
• Proficiency in Microsoft Office and Google Workspace.
• Knowledge of HIPAA regulations and healthcare compliance preferred.
• Experience with electronic health records (EHR) systems is a plus.
• Ability to maintain strict confidentiality and professionalism.

Responsibilities

• Manage calendars, schedule meetings, and travel arrangements for executive leadership.
• Prepare correspondence, reports, presentations, meeting agendas, and minutes.
• Screen phone calls, emails, and other communications, prioritizing urgent matters.
• Maintain confidential employee, patient, and organizational information in accordance with HIPAA and company policies.
• Coordinate executive meetings, board meetings, and special events.
• Assist with preparing regulatory, licensing, and accreditation documentation as needed.
• Organize and maintain filing systems, both electronic and paper.
• Serve as a liaison between executives, department managers, vendors, and external partners.
• Track projects, deadlines, and follow-up items to ensure timely completion.
• Assist leadership with special projects and operational initiatives.

Skills

Attention to detail

Interpersonal skills

Time management

Problem solving

Professional judgment

Adaptability

Education

Business/Healthcare Admin degree

Tools

Microsoft Office

Google Workspace

EHR systems

Job description

Executive Assistant

About Prosperous Health

Prosperous Health is dedicated to providing compassionate, evidence-based behavioral health and substance use disorder treatment services. Our mission is to support individuals in achieving lasting recovery, improved mental health, and long-term wellness through high-quality, client-centered care.

We foster a collaborative, clinically driven environment where excellence in care, ethical practice, and continuous improvement guide everything we do. Our multidisciplinary team is committed to delivering meaningful outcomes for the individuals, families, and communities we serve.

Join a Growing Behavioral Healthcare Platform

Prosperous Health is a rapidly growing behavioral healthcare platform dedicated to delivering exceptional mental health, substance use disorder, and integrated medical services across multiple levels of care.

Our organization is built around a comprehensive continuum of care that supports patients throughout every stage of treatment, recovery, and long-term wellness. Through inpatient treatment, outpatient services, telehealth, psychiatric care, and innovative medical programs, Prosperous Health provides coordinated, patient-centered care across California.

Prosperous Health Network

Our behavioral health network currently includes:

• Prosperous Health Lake Hughes – 104-bed inpatient behavioral health & substance use disorder treatment campus
• Prosperous Health San Juan Capistrano – Outpatient behavioral health program
• Prosperous Health Rancho Palos Verdes – Outpatient behavioral health program
• Prosperous Health Woodland Hills – Outpatient behavioral health program
• Prosperous Health Virtual Care – Statewide telehealth behavioral health program

Position Summary

The Receptionist / Administrative Assistant serves as the first point of contact for clients, visitors, and referral partners while providing administrative support to ensure the efficient day-to-day operation of the office. This role is responsible for greeting clients, answering phones, scheduling appointments, maintaining records, and assisting clinical and administrative staff with various office functions.

Key Responsibilities

• Manage complex calendars, schedule appointments, meetings, and travel arrangements for executive leadership.
• Prepare correspondence, reports, presentations, meeting agendas, and meeting minutes.
• Screen phone calls, emails, and other communications, prioritizing urgent matters.
• Maintain confidential employee, patient, and organizational information in accordance with HIPAA and company policies.
• Coordinate executive meetings, board meetings, and special events.
• Assist with preparing regulatory, licensing, and accreditation documentation as needed.
• Organize and maintain filing systems, both electronic and paper.
• Serve as a liaison between executives, department managers, vendors, and external partners.
• Track projects, deadlines, and follow-up items to ensure timely completion.
• Assist with purchasing office supplies and maintaining administrative resources.
• Support Human Resources with onboarding documentation, scheduling interviews, and maintaining personnel files when needed.
• Coordinate travel arrangements, expense reports, and reimbursement requests.
• Perform general administrative duties including data entry, document management, and office organization.
• Assist leadership with special projects and operational initiatives.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of 3 years of executive or administrative support experience, preferably in a healthcare, behavioral health, or substance abuse treatment setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and time management abilities.
• Ability to maintain strict confidentiality and professionalism.
• Knowledge of HIPAA regulations and healthcare compliance preferred.
• Experience with electronic health records (EHR) systems is a plus.

Skills & Competencies

• Exceptional attention to detail
• Strong interpersonal and customer service skills
• Ability to prioritize multiple tasks and meet deadlines
• Problem-solving and critical thinking skills
• Professional judgment and discretion
• Adaptability in a fast-paced environment
• Team-oriented with the ability to work independently

Work Environment

• Office setting within a licensed detox and addiction treatment facility.
• Regular interaction with executive leadership, clinical staff, and external agencies.
• Standard business hours with occasional evenings or weekends as needed.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to lift up to 20 pounds occasionally.
• Ability to move throughout the facility as needed.

Equal Employment Opportunity

We are committed to creating an inclusive workplace and provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.