Job Description

Position Overview

The Executive Assistant provides high-level administrative and operational support to leadership while helping coordinate daily functions across clinical, outreach, and administrative teams. This role supports 20+ team members and plays a key part in ensuring smooth client services, staff onboarding, communication flow, and documentation compliance within an ABA therapy environment. This position is in person in Toms River, NJ. No remote options are available at this time.

Key Responsibilities

Team & Operational Support

1. Provide day-to-day support to 20+ team members including Outreach Representatives, BCBAs, and RBTs
2. Monitor team caseload activity and support staff in addressing client needs, scheduling concerns, and service coordination
3. Serve as a central point of contact for team questions, problem-solving, and organization of workflows
4. Support leadership with tracking key performance metrics, outreach numbers, and team productivity

Hiring & Onboarding

1. Coordinate recruitment activities for Outreach Representatives, Registered Behavior Technicians (RBTs), and Board Certified Behavior Analysts (BCBAs)
2. Schedule interviews, prepare onboarding materials, and ensure completion of new hire documentation
3. Partner with credentialing teams to facilitate provider enrollment and readiness for service delivery
4. Maintain onboarding trackers and ensure timely completion of all required steps

Cross-Department Collaboration

1. Work closely with credentialing, billing, and collections teams to resolve authorization, payment, and documentation issues
2. Assist in communication between departments to prevent service delays and improve workflow efficiency

Outreach Team Coordination

1. Facilitate weekly meetings with Outreach Representatives to review current numbers, identify roadblocks, and highlight weekly wins
2. Support outreach staff with questions, organization, and follow-up tasks
3. Maintain outreach tracking documents and dashboards

Documentation & Compliance

1. Monitor DocuSign envelopes for completion and follow up as needed
2. Download completed documents and file them within individual staff or client records
3. Create and maintain templates, training guides, SOPs, and workflow documents
4. Ensure accurate organization of digital files and compliance with company standards

Clinical & Family Support

1. Provide administrative support to BCBAs and RBTs to ensure continuity of client care
2. Assist families with general questions, paperwork reminders, and communication routing
3. Help coordinate intake documentation and service readiness tasks

Administrative & General Support

1. Manage shared inboxes and leadership email communication
2. Respond to texts and internal messages in a timely and professional manner
3. Schedule meetings, prepare agendas, and track action items
4. Maintain trackers, spreadsheets, and internal systems
5. Support special projects and process improvement initiatives as assigned

Qualifications

1. Experience in healthcare, ABA therapy, behavioral health, or medical administration preferred
2. Strong organizational and multitasking skills with attention to detail
3. Excellent written and verbal communication skills
4. Ability to manage multiple priorities in a fast-paced environment
5. Proficiency with Google Workspace, Microsoft Office, DocuSign, and scheduling systems
6. Experience with onboarding, credentialing coordination, or outreach support is a plus