Executive Assistant - Hybrid

Company Summary

If you are searching for a fulfilling place to develop your career and an opportunity to make a difference in helping others, then keep reading on. Here at AAC, we have a progressive culture; we listen to your ideas, value a work/life balance, invest in education, and we foster trust and respect for all individuals. Our exceptional comp and strong benefits include company matching 401K, medical, dental, vision and life insurance. We are looking for our future leaders, who are not only going to fill the qualifications for this job description, but who are going to exceed expectations. Be a part of a team whose mission is to provide quality, compassionate, and innovative care to adults struggling with addiction and co-occurring mental health disorders. Our purpose and passion are to empower patients, their families, and our communities by helping individuals achieve recovery and optimal wellness of the mind, body, and spirit.

This is a Hybrid position based in our Brentwood, TN office.

Job Summary

The Executive Business Partner serves as a trusted extension of the Company’s Chief Executive Officer and Chief Financial and Administrative Officer, ensuring the executive office operates with accuracy, operational excellence, and disciplined execution. This role owns executive scheduling and prioritization, meeting preparation and follow up, and executive level deliverables such as agendas, notes, and presentation materials. The role also supports select executive team rhythms as needed and acts as a supplemental program manager to drive completion of key priorities. The role requires exceptional judgment, reliability, and discretion.

Duties and Responsibilities:

Executive Calendar and Priority Management

• Own end to end calendar strategy for the CEO and CFO CAO with weekly priority alignment and daily triage to protect focus time and critical meetings.
• Maintain a rolling 2-to-4-week view of each executives commitments, risks, and decision points and proactively resolve conflicts before they become urgent.
• Establish scheduling service levels including response timelines, pre-reads required, and meeting purpose requirements to reduce low value meetings and improve throughput.

Meetings, Notes, and Executive Follow Through

• Set meeting standards including agenda requirement, pre-reads, attendee clarity, and decision owner to improve meeting quality and reduce rework.
• Capture concise notes for key meetings with clear decisions, action items, owners, and due dates and publish within a defined timeframe such as same day or within an appropriate amount of time considering the stakeholders and nature of notes being documented.
• Run follow up cadence to drive closure of action items and escalate stalled items to the appropriate executive with options and recommended next steps.

Executive Communications and Stakeholder Coordination

• Draft and quality check executive communications for clarity, tone, and accuracy and ensure messages align to leadership intent.
• Manage inbound requests by routing, prioritizing, and closing the loop with stakeholders so the executives do not become the bottleneck.
• Maintain high discretion standards for sensitive information and ensure confidential materials are handled securely across email, shared drives, and meetings.

Presentation and Executive Deliverables

• Create, edit, and maintain executive ready slides in Google Slides with the ability to translate rough input into a clean narrative and visually consistent deck.
• Maintain a repeatable slide template system for leadership updates including monthly operating reviews, lender updates, board style summaries, and internal business reviews.
• Coordinate data inputs with Finance, HR, and Operations and ensure version control so executives are presenting the latest and accurate materials.

Program and Project Support for the Executive Office

• Own supplemental program management for executive priorities by maintaining a simple tracker of milestones, owners, risks, and decisions required.
• Coordinate cross functional deliverables with clear deadlines and structured check ins, ensuring outputs are executive ready and on time.
• Identify workflow improvements and automation opportunities across executive processes such as scheduling, meeting preparation, and documentation to increase efficiencies and reduce friction.
• Other duties as assigned.

Education

• Bachelor's degree preferred or equivalent experience supporting senior executives in complex environments.

Experience

• 5–7+ years of experience supporting C level executives, ideally both a Chief Executive Officer and/or Chief Financial or Administrative Officer, in highly regulated, high accountability environments such as healthcare, legal, financial services, or professional services organizations, where discretion, precision, and follow through are critical.
• Strong experience building, editing, and maintaining executive level presentations and communications, with Google Workspace as the primary toolset and working knowledge of Microsoft Office.

Knowledge and Skills

• Expert level calendar management and time triage with strong judgment and boundary setting.
• Strong note taking and synthesis skills with the ability to convert discussion into decisions and action plans.
• Advanced proficiency in Google Workspace including Google Calendar, Gmail, Drive, Docs, Sheets, and Slides, with working knowledge of Microsoft Office.
• High comfort coordinating across executives, senior leaders, and external partners with professionalism and discretion

Personal Attributes and Working Style

• High trust and confidentiality with excellent judgment and maturity. 
• Bulldog mindset with proactive follow through and the ability to push respectfully for completion without being prompted.
• Optimization mindset with a bias toward simplifying workflows, reducing meeting load, and improving executive throughput.
• Calm under pressure, highly reliable, and able to operate independently in a remote/hybrid environment.

Physical Requirements:

AAC is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws.

• Prolonged sitting at a desk
• Must be able to lift 15 pounds at a time

American Addiction Centers is an equal opportunity employer.  American Addiction Centers prohibits employment practices that discriminate against individuals or groups of employees on the basis of age, color disability, national origin, race, religion, sex, sexual orientation, pregnancy, veteran or military status, genetic information or any other category deemed protected by state and/or federal law.