Cheif Executive Assistant

About the Organization:

The Center for Adoption Support and Education (C.A.S.E.) is a national leader in mental health services for the adoption, foster, and kinship care community. We envision a world where every child and family connected to adoption, foster, and kinship care thrives, embracing our individual and collective diversity. We improve the well-being and permanence of children and their families by delivering adoption-competent mental health services, training a national network of professionals, and informing the field through research and advocacy. We work nationally to build the capacity of States, Tribes, and territories to create competent systems and service arrays and improve access to those services.

For over 25 years, C.A.S.E. has combined best practices and innovation to provide specialized individual and family therapy, psychiatric services and support groups, education, and training. We have become a local, national, and international resource for adoptive, kinship, and foster families and the professionals who support them. C.A.S.E. set out in 2021 on a new strategic direction to grow our clinical and training programs into our Academy for Elevating Clinical Practice in Permanency. It is an exciting time as we grow our evidence-based, adoption-competent clinical model and our accredited, award-winning training programs nationwide.

C.A.S.E has an annual budget of $14M and a staff of 70+ employees.

About the Position:

The Chief Executive Assistant (CEA) serves as a trusted partner to the Chief Executive Officer (CEO), the executive leadership team, and the Board of Directors. This role is pivotal in ensuring the smooth operation of executive functions, advancing organizational priorities, and building strong relationships internally and externally. The CEA will lead and oversee high-level administrative operations, strategic projects, and board relations while ensuring effective communication, alignment, and execution across the organization.

The CEA acts as a thought partner to the CEO, providing critical administrative leadership, supporting governance processes, and ensuring executive initiatives are implemented with excellence. This position requires a high degree of professionalism, discretion, diplomacy, and strategic thinking, along with the ability to manage and prioritize multiple complex tasks in a dynamic nonprofit environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive & Administrative Leadership

• Provide executive-level administrative support to the CEO, including calendar management, expense reporting, correspondence, and travel coordination.
• Anticipate the needs of the CEO and executive leadership team, proactively identifying and resolving challenges.
• Manage the CEO’s workflow, priorities, and commitments, ensuring alignment with strategic objectives.
• Lead the administrative support group, fostering collaboration, efficiency, and professional development.

Board & Governance Support

• Serve as the CEO’s primary administrative liaison to the Board of Directors, Board committees, and Emerging Leaders group.
• Plan, schedule, and support board and committee meetings, retreats, and related events.
• Draft agendas, prepare and distribute board packets and materials, take minutes, and track follow-up on board action items.
• Maintain accurate and secure board records, ensuring compliance with governance policies and legal requirements.
• Strengthen board engagement through clear communication, timely support, and relationship management.

Organizational & Strategic Operations

• Coordinate executive-level meetings, conferences, and retreats, including logistics, materials preparation, and stakeholder engagement.
• Partner with the CEO and leadership team to monitor strategic initiatives and ensure timely execution.
• Provide oversight of executive communications, including drafting and editing correspondence, memos, presentations, and reports.
• Collaborate with internal departments to ensure consistent and timely information sharing between the executive office and staff.
• Track organizational priorities and ensure follow-through on executive-level commitments.
• Assist in planning major organizational events, including the annual Kids Adoption Network (KAN) conference, gala, golf tournament, and donor/stakeholder events.
• Assist with invitations, registrations, and logistics for special events, ensuring a high-quality experience for all participants.

Training Institute & Programmatic Support

• Provide administrative support to the Director of the Nation Training Institute and the NTI team.
• Assist with conference planning, training logistics, and preparation/shipment of materials.
• Support proposal development, contracts, and grant reporting as directed.
• Coordinate with the Training Department to ensure alignment of resources and schedules.

Administrative Systems & Process Improvement

• Maintain accurate and organized electronic and physical filing systems, ensuring confidentiality.
• Leverage Microsoft Office 365 and other platforms (e.g., SharePoint, Teams) for efficient workflows, knowledge management, and collaboration.
• Monitor departmental and event budgets, track expenses, and resolve discrepancies.
• Identify opportunities for streamlining administrative processes and implementing best practices.

Culture & Organizational Values

• Model C.A.S.E.’s core values of Compassion, Integrity, Excellence, and Innovation in all interactions.
• Promote diversity, equity, and inclusion in all aspects of the role.
• Represent the organization professionally with internal and external stakeholders.
• Support and actively participate in agency-wide meetings, events, and staff engagement activities.

SUPERVISION EXCERCISED: None

MINIMUM QUALIFICATIONS:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the minimum knowledge, skill, and ability preferred unless otherwise stated.

COMMENTS:Other relevant education and/or experience may be substituted for stated minimum education and experience requirements.

EDUCATION and/or EXPERIENCE:

• Associate’s or Bachelor’s degree in Business Administration, Management, Nonprofit Administration, or related field (Bachelor’s preferred).
• Minimum 10 years of progressively responsible administrative experience supporting executives or senior leaders; nonprofit experience strongly preferred.
• Prior experience managing board relations and supporting governance processes highly desirable.
• Demonstrated success in event planning, project management, and cross-departmental collaboration.

Knowledge, Skills & Abilities

• Strong knowledge of executive-level administrative operations and nonprofit governance.
• Advanced proficiency with Microsoft Office 365 (Outlook, Word, PowerPoint, Excel, SharePoint, Teams).
• Exceptional organizational skills with attention to detail, follow-through, and accuracy.
• Outstanding written and verbal communication skills, including drafting executive-level correspondence and documents.
• Ability to manage multiple priorities in a fast-paced, evolving environment with professionalism and discretion.
• Strong problem-solving skills, initiative, and ability to exercise sound judgment.
• Capacity to build and maintain strong relationships with diverse stakeholders (staff, board, donors, contractors, vendors).
• Demonstrated ability to lead and mentor administrative staff.
• Commitment to confidentiality, integrity, and ethical practices.

CERTIFICATES, LICENSES, REGISTRATIONS: Ability to pass required state and local background checks.

PHYSICAL DEMANDS:The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hand and fingers to operate a computer keyboard, mouse, telephone keypad, calculator, and talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, climb, balance, and stoop, kneel, or bend. The employee may occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:This position is a hybrid position, requiring 4 days in the office.The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is a modern open office environment with a moderate noise level.

Competitive benefits including medical, sick leave and vacation, 403(B) retirement, and flexible hours. Hybrid (virtual/in-person) work schedule. 12 Paid Holidays, including your birthday! Vacation and Sick leave.

TO APPLY:

Please visit www.adoptionsupport.org. Please include cover letter and resume.

C.A.S.E. does not discriminate on the basis of race, color, religion, military or veteran status, or any other category protected under applicable federal, state, or local law.

Emboldened by the core belief that all children deserve a safe, loving, permanent home and dedicated to providing inclusive, family-focused services, C.A.S.E. draws on expertise, research, and lived experience to innovate and pay it forward by educating and empowering others. Together, we commit to work both internally and externally with Compassion, Integrity, Excellence, and Innovation.

Emboldened by the core belief that all children deserve a safe, loving, permanent home and dedicated to providing inclusive, family-focused services, CASE draws on expertise, research, and lived experience to innovate and pay it forward by educating and empowering others. Together, we commit to work both internally and externally with Compassion, Integrity, Excellence, and

Innovation. We are committed to Justice, Equity, Diversity, and Inclusion (JEDI). We demonstrate and uphold these values by providing an environment that draws on the contributions and strengths of our diverse staff, partners, clients, and communities.

C.A.S.E. maintains a drug and alcohol-free workplace.

C.A.S.E. participates in E-Verify.yg

Pay: $90,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Burtonsville, MD 20866