Executive Assistant/Intake Coordinator
1 day ago
Los Angeles
Job Description The Executive Assistant & Intake/Scheduling Coordinator is a senior-level administrative and operational role supporting C-Suite leadership while managing intake, triage, and scheduling functions across Clinical Services and School-Based Services. This position operates at the intersection of executive administration, nonprofit compliance, and regulated clinical service delivery. The role requires exceptional professionalism, discretion, and organizational skill, along with a working knowledge of nonprofit operations, grant-funded programming, and clinical regulatory requirements. The individual will serve as a trusted partner to executive leadership and a central coordination point across three divisions. Core Responsibilities Executive Support (C-Suite Level) • Provide high-level administrative and operational support to the Managing Director and Executive Leadership Team., • Manage executive calendars, meetings, travel, and priorities involving internal leadership, board members, funders, regulators, and community partners., • Prepare executive correspondence, reports, presentations, and confidential materials for leadership, board, and funder audiences., • Serve as a professional gatekeeper, exercising sound judgment in prioritizing communications and requests., • Support board and leadership meetings, including agenda preparation, materials distribution, and follow-up., • Maintain strict confidentiality in all matters involving personnel, finances, clinical operations, and governance., • Serve as the primary point of contact for all clinical service referrals, inquiries, and intake requests., • Conduct initial intake screenings and triage clients to appropriate licensed clinical services in accordance with organizational protocols and clinical leadership guidance., • Collect, verify, and document required client information, consents, and referral documentation., • Schedule intake appointments and coordinate with licensed clinicians regarding capacity, urgency, and service appropriateness., • Maintain accurate and secure clinical records in compliance with HIPAA, state licensing regulations, and organizational policies., • Support clinical compliance efforts by ensuring intake processes align with payer, funder, and regulatory requirements., • Manage daily scheduling for school-based service providers across multiple sites, districts, and programs., • Coordinate provider schedules with school calendars, service delivery requirements, and staffing plans., • Communicate schedule updates and changes promptly to providers, schools, and leadership., • Maintain accurate scheduling records for reporting, compliance, and funding documentation., • Support operations within a nonprofit, mission-driven environment, including programs funded by grants, contracts, and public funding., • Ensure intake, scheduling, and administrative processes align with grant requirements, scopes of work, and reporting expectations., • Maintain accurate documentation to support audits, monitoring visits, and funder reporting., • Interact professionally with funders, government agencies, and community partners as directed by leadership., • Uphold organizational values, ethical standards, and stewardship responsibilities inherent in nonprofit operations., • Serve as a central coordination point across Executive Administration, Clinical Services, and School-Based Services., • Facilitate clear communication and workflow alignment between departments., • Support process improvement initiatives to enhance efficiency, compliance, and service delivery. · Bachelor’s Degree (Business, psychology, or related field) · Minimum of 5 years of experience supporting senior executives or C-Suite leadership. · Experience working in a nonprofit organization, preferably in healthcare, behavioral health, education, or human services. · Demonstrated experience with clinical intake, triage, scheduling, or healthcare administration. · Working knowledge of HIPAA, confidentiality standards, and clinical documentation requirements. · Strong understanding of grant-funded or contract-funded programs and associated compliance expectations. · Exceptional organizational, time-management, and multitasking abilities. · High level of professionalism, discretion, and emotional intelligence. · Excellent written and verbal communication skills. · Proficiency with electronic health records, scheduling systems, and Microsoft Office / Google Workspace. Preferred Qualifications • Experience supporting licensed clinical providers (e.g., LCSW, LPC, LMFT, Psychologist, Psychiatrist)., • Familiarity with state clinical licensing regulations and payer requirements., • Experience in school-based or community-based service delivery models., • Prior experience supporting nonprofit boards or executive leadership teams. · Executive presence and professionalism · Confidentiality and regulatory compliance · Nonprofit stewardship and accountability · Cross-departmental coordination · Attention to detail and accuracy · Adaptability and initiative Work Environment This position requires flexibility, discretion, and the ability to manage complex responsibilities across multiple departments in a regulated nonprofit environment. The Executive Assistant & Intake/Scheduling Coordinator is expected to work independently, maintain strict compliance standards, and support leadership in advancing the organization’s mission. • 100% in-office role in Los Angeles, CA., • Regular business hours with some flexibility depending on billing cycles., • Ability to sit for extended periods and operate a computer., • Drive to other locations for trainings and meetings, • Walk, Stand, Lift, Bend, Stoop, • Occasional lifting of files, records, or equipment (up to 20 lbs).Company DescriptionFACT envisions a world that provides equal opportunity for all regardless of a person’s point of entry. This level of opportunity is fluid and considers each individuals unique abilities and potential contributions to civilization.FACT envisions a world that provides equal opportunity for all regardless of a person’s point of entry. This level of opportunity is fluid and considers each individuals unique abilities and potential contributions to civilization.