Personal Assistant to the Director of Operations

Sanctuary Recovery Centers
Location: Phoenix, AZ
Department: Operations
Reports To: Director of Operations
Employment Status: Full-Time

Position Summary

Sanctuary Recovery Centers is seeking a highly organized, proactive, and detail-oriented Personal Assistant to support the Director of Operations in the daily management of behavioral health and substance abuse treatment programs. This position serves as a trusted administrative and operational partner, helping coordinate projects, manage communications, track compliance activities, prepare reports, and ensure the efficient execution of organizational priorities.

The ideal candidate possesses exceptional organizational skills, maintains strict confidentiality, thrives in a fast-paced environment, and has experience supporting leadership within healthcare, behavioral health, or substance use treatment settings. This role requires the ability to balance multiple priorities while supporting operational excellence across Residential Treatment, Intensive Outpatient (IOP), Outpatient (OP), and Sober Living programs. [Director o...Operations | Word], [Director o...Job Des 1 | Word]

Essential Duties and Responsibilities

Executive & Administrative Support

• Manage and maintain the Director of Operations' calendar, appointments, meetings, and deadlines.
• Coordinate internal and external meetings, including scheduling, agendas, meeting materials, and follow-up items.
• Draft professional correspondence, reports, presentations, memorandums, and communications on behalf of leadership.
• Monitor and prioritize emails and communications requiring leadership attention.
• Track and manage action items, projects, and critical deadlines.
• Maintain organized electronic and paper filing systems.
• Assist with special projects and operational initiatives as assigned.

Operations Coordination

• Support daily operational activities across multiple programs and departments.
• Monitor project timelines and follow up with department leaders regarding assigned tasks.
• Compile data and prepare operational reports for leadership meetings.
• Assist with process improvement initiatives and workflow development.
• Coordinate communication between Operations, Clinical, Admissions, HR, Compliance, and Finance departments.
• Identify and escalate operational concerns requiring leadership attention.

Compliance & Quality Assurance Support

• Maintain and organize compliance-related documentation.
• Assist with preparation for ADHS, Joint Commission, AHCCCS, and payer audits.
• Track operational requirements, deadlines, corrective action plans, and compliance projects.
• Support policy and procedure updates, distribution, and document management.
• Assist in maintaining audit-ready records and operational documentation. [Director o...Operations | Word], [Director o...Job Des 1 | Word]

Meeting & Leadership Support

• Attend leadership meetings and record meeting minutes.
• Create and maintain action-item logs.
• Track completion of assigned leadership initiatives.
• Prepare meeting packets, reports, and supporting documentation.
• Coordinate department meetings and leadership events.

Reporting & Data Management

• Maintain spreadsheets, dashboards, and operational tracking tools.
• Gather and analyze operational data as requested.
• Monitor program metrics, staffing updates, and co