Executive Assistant to the CEO

Position Summary

The Executive Assistant provides high-level administrative support to the CEO, and leadership team to ensure efficient operations of the executive office. The role includes calendar management, meeting coordination, document preparation, confidential recordkeeping, and liaison functions between leadership and internal/external stakeholders. The Executive Assistant must maintain discretion, uphold regulatory compliance standards, and represent the organization with professionalism.

Duties and Responsibilities

Administrative Support

• Manage executive calendars, schedule meetings, and coordinate travel arrangements.
• Prepare, edit, and proofread executive correspondence, reports, presentations, and briefing materials.
• Maintain executive files, contracts, and confidential documents in compliance with organizational, legal, and regulatory standards.

Meeting & Event Coordination

• Coordinate and prepare materials for board meetings, leadership meetings, and special events.
• Take accurate meeting minutes and distribute promptly.
• Assist in event planning for leadership and stakeholder functions.

Communication & Liaison

• Screen and prioritize executive communications (phone, email, mail).
• Liaise with internal departments, community partners, and regulatory agencies as directed.
• Maintain professional rapport with stakeholders and ensure culturally sensitive communications.

Project & Compliance Support

• Track and follow up on key projects, deadlines, and action items.
• Assist in grant and funding documentation preparation.
• Maintain compliance with HIPAA, Joint Commission (TJC) behavioral health standards, and California Department of Health Care Services (DHCS) requirements.
• Support emergency management, infection control, and downtime procedures for the Ritten EHR (administrative scope).

Financial & Contract Support

• Support budget tracking and expense reporting for the executive office.
• Manage vendor contracts and renewals as directed.

Minimum Qualifications

● Associate’s degree in Business Administration, Communications, or related field required. Bachelor’s degree preferred.

● Minimum 3 years of administrative support experience, preferably in healthcare, behavioral health, or nonprofit settings.

● Experience with regulatory compliance environments (TJC, DHCS, HIPAA) preferred.

● Valid California driver’s license and reliable transportation.

● Notary Public commission preferred but not required.

Core Competencies

● General knowledge of Alcohol and Other Drug (AOD) services, Medication-Assisted Treatment (MAT), and recovery principles.

● Principles of communicable disease prevention and control.

● Recognition of early signs of illness and the need for professional assistance.

● Awareness of community services and resources.

● Recognition of individuals under the influence of alcohol and/or drugs.

● Awareness of mental health disorders and their treatment.

● Understanding of substance abuse, dependence, and addictive behaviors and their treatment.

● Ability to establish rapport and maintain professional communication.

● Cultural sensitivity and awareness.

● Confidentiality and HIPAA compliance.

● Adherence to emergency management, safety protocols, and infection control procedures.

● Ability to assist with grievance and reporting procedures.

● Competence in managing EHR downtime procedures (Ritten).

● Maintaining professional behavior and boundaries.

● Executive calendar and meeting management.

● Board meeting coordination, agenda preparation, and minute-taking.

● Preparation and proofreading of executive communications.

● Travel coordination and itinerary planning.

● Project tracking and deadline follow-up.

● Liaison with stakeholders and departments.

● Event coordination.

● Budget tracking and expense reporting.

Pay: $22.00 - $28.00 per hour

Benefits:

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

Work Location: In person