Senior Executive Administrative Assistant

Upstream Rehabilitation is looking for a Senior Executive Administrative Assistant to join our team!

Senior Executive Administrative Assistant

Location Type: Birmingham, AL - Hybrid

Build Your Career with Us!

Upstream Rehabilitation is the country’s largest dedicated provider of outpatient physical and occupational therapy services. Our mission is to inspire and empower the lives we touch, to serve our communities, and to lead with purpose-driven passion.

We are committed to delivering remarkable experiences and fostering an inclusive workplace where differences are valued and celebrated. With 1,200+ locations nationwide, 26 brand partners, and 8,000+ employees, Upstream operates at scale while leveraging data, technology, and innovation to drive smarter decisions and operational excellence across the organization.

The Role

As the Senior Executive Administrative Assistant, you will provide executive-level administrative support, recruiting operations coordination, event planning, and project administration for the Chief Administrative Officer (CAO) and their organization. In this highly visible role, you will partner with senior leaders to drive key initiatives across recruiting, student outreach, workforce planning, corporate events, and special projects.

You will serve as a central point of coordination for leadership activities, recruiting programs, Tennessee Corporate Office (TCO) events, and cross-functional projects requiring exceptional organization, communication, discretion, and execution skills. Success in this role requires the ability to manage multiple priorities, anticipate needs, and deliver high-quality results in a fast-paced environment. Your contributions will directly support our mission to deliver exceptional care and strengthen the communities we serve.

What You’ll Do

• Provide high-level executive support to the Chief Administrative Officer and designated leaders, managing complex calendars, meeting coordination, travel arrangements, and scheduling priorities.
• Coordinate leadership meetings, executive events, and offsite planning session, ensuring agendas, materials, action items, and follow-up activities are effectively managed.
• Manage competing priorities, confidential matters, scheduling conflicts and time-sensitive requests while exercising sound judgment, discretion and professionalism.
• Support executive communications, meeting preparation and organizational coordination activities.
• Plan and coordinate recruiting events, career fairs, student outreach programs, university partnerships, and workforce development initiatives.
• Collaborate with Recruiting, Marketing, Workforce Planning, and operational leaders to develop and execute recruiting and engagement initiatives that support organizational talent strategies.
• Maintain recruiting event calendars, project trackers, registrations, materials and supporting documentation.
• Support candidate engagement efforts and workforce development programs, helping deliver positive experience through recruiting and outreach initiatives.
• Lead coordination and logistical support for Tennessee Corporate Office (TCO) meetings, leadership events, town halls and employee engagement activities.
• Serve as a professional and welcoming point of contact for candidates, visitors, executives, business partners, and special guests.
• Manage event logistics, vendor relationships, meeting space preparation, registration processes, and onsite execution to ensure successful events and positive attendee experience.
• Help create a positive and professional experience for all visitors and participants attending TCO events.
• Coordinate and support strategic initiatives, special projects and organizational priorities on behalf of the Chief Administrative Officer and leadership team.
• Research, analyze, and compile information to develop presentations, reports, dashboards, and project materials that support leadership decision-making.
• Facilitate collaboration across departments and stakeholders to ensure project timelines, deliverables, and milestones are achieved.
• Identify and implement process improvements that enhance operational efficiency, streamline workflows, and support organizational effectiveness.
• Serve as a trusted partner to senior leaders by anticipating needs, proactively resolving issues, and ensuring seamless execution of executive, recruiting and organizational priorities.
• Other projects and duties as assigned.

Who You Are

• Bachelor's degree required; equivalent combination of education and relevant experience may be considered in lieu of a degree.
• 5+ years of experience in executive support, operations, recruiting operations, project coordination, program management, or related roles with increasing responsibility and scope.
• Demonstrated ability to operate both strategically and tactically in a fast-paced environment.
• Highly organized with exceptional attention to detail and follow-through.
• Proven ability to build relationships and effectively coordinate across senior leaders, departments, and cross-functional teams.
• Strong written and verbal communication skills with the ability to interact professionally at all levels of the organization.
• Demonstrated ability to manage multiple priorities, deadlines, and competing demands while maintaining accuracy and professionalism.
• Experience planning and coordinating meetings, events, projects, or organizational initiatives involving multiple stakeholders.
• Ability to handle confidential and sensitive information with discretion and sound judgment.
• Proficiency with Microsoft Office Suite, including Outlook, PowerPoint, Excel, and Teams.

Nice to Haves

• Experience supporting C-suite or senior executive leaders.
• Experience in healthcare, multi-site operations, or other complex service-based organizations.
• Experience supporting recruiting operations, talent acquisition, workforce planning, or employee engagement initiatives.
• Strong analytical skills and comfort working with data, metrics, and reporting.
• Project management certification (CAPM, PMP, or similar) or equivalent experience managing projects and initiatives.

Why You’ll Love Working Here

• The chance to directly shape our organization’s growth by hiring the talent that drives our mission.
• Opportunities to stretch your skills - whether you’re building pipelines, designing sourcing strategies, or advising leadership.
• A collaborative team environment where your ideas are valued.
• Competitive compensation, comprehensive benefits, and ongoing professional development.

Benefit Offerings

• Annual paid Charity Day to give back to a cause meaningful to you
• 100% employer paid medical health insurance premium option available
• Dental and Vision insurance
• 401(k) with company match
• Generous PTO and paid holidays
• Supportive team and leadership invested in your success

A Better Place to Build Your Career

Upstream Rehabilitation offers meaningful opportunities across corporate and non-clinical roles, both remotely and in corporate offices nationwide. We invest in our people through leadership development programs, ongoing education, and professional growth opportunities.

Our corporate teams are critical to Upstream’s success - and to the culture that makes this a great place to work. You’ll join a group of talented professionals who collaborate, innovate, and know how to have fun while making a real impact.

Salary Range: $75,000 - $80,000/year

Estimated pay ranges listed above are based on several factors including but not limited to your pay class, experience, background and geographic location of the clinic

Benefits and eligibility are dependent on employment status and pay class (full-time, part-time, or PRN). Specific details will be provided during the hiring process.

Follow @Lifeatupstream on Instagram , and check out our LinkedIn company page to learn more about what it’s like to be part of the #upstreamfamily.

CLICK HERE TO LEARN EVEN MORE ABOUT UPSTREAM

#LI-Hybrid

Upstream Rehabilitation is an Equal Opportunity Employer that strives to provide an inclusive work environment where our differences are celebrated for the value they bring to our communities, our patients and our teammates. Upstream Rehabilitation does not discriminate on the basis of race, color, national origin, religion, gender (including pregnancy), sexual orientation, age, disability, veteran status, or other status protected under applicable law.