Executive Assistant to the CEO

Position Overview

As the Executive Administrative Assistant, you serve as the critical operational bridge between the Chief Executive Officer and the daily functions of our women’s residential transition and workforce development agency. We specialize in providing rehabilitative environments for women recovering from substance use, managing mental health, and navigating specialty courts (like WIN Court). In this role, you are not just managing a calendar; you are optimizing the CEO’s time, managing executive communications, and ensuring that high-level operational directives are seamlessly executed across our facilities and programs.

Essential Responsibilities

1. Executive Support & Calendar Management

• Act as the primary gatekeeper and point of contact for the CEO, triaging internal communications, vendor inquiries, and external stakeholder requests.
• Manage an active, complex executive calendar, strategically scheduling internal team meetings, board reviews, and external partnership calls (e.g., meetings with WIN Court officials, state regulators, and community partners).
• Prepare the CEO for daily engagements by assembling required documentation, briefings, and performance reports ahead of time.

2. Operational Administration & Project Coordination

• Assist the CEO in tracking the agency’s operational pipeline, specifically monitoring the completion of key executive directives (e.g., tracking the status of "Fire/Hot" priority tasks across the leadership team).
• Draft, edit, and format high-level correspondence, internal memos, policy updates, and standard operating procedures (SOPs) for the CEO's review and signature.
• Support the HR and Operations directors by maintaining centralized, secure filing systems (e.g., SharePoint) for personnel records, compliance documentation, and agency protocols.

3. Meeting Facilitation & Governance

• Coordinate logistics for executive team meetings, virtual stand-ups, and agency-wide trainings.
• Attend high-level meetings to record precise, actionable minutes, ensuring all assigned tasks, deadlines, and task leads are documented and distributed.
• Follow up with department heads (e.g., HR, Facilities, Operations) to ensure their deliverables for the CEO are submitted on schedule.

4. External Relations & Event Support

• Coordinate executive-level events, such as community outreach programs, donor appreciation efforts, or municipal functions (e.g., Mayor’s Prayer Breakfast), managing logistics, budgets, and communication blasts.
• Maintain professional, discreet communication with high-level external partners, including legal counsel, CPA firms, state auditors, and funding sources.

Qualifications & Requirements

• Experience: 3+ years of experience providing direct administrative support to a C-level executive, Director, or equivalent leadership role. Previous experience in a nonprofit, healthcare, legal, or human services environment is highly preferred.
• Technical Proficiency: Advanced skills in executive software ecosystems, including Apple Pages/Numbers, Microsoft Office Suite, SharePoint, and virtual meeting platforms.
• Organizational Agility: Exceptional ability to manage multiple overlapping projects, adapt to rapidly shifting priorities ("Fire/Hot" tasks), and maintain strict attention to detail.
• Discretion: Must possess a high degree of emotional intelligence and the ability to maintain absolute confidentiality regarding executive decisions, financial data, and sensitive client information.
• Clearances: Must be able to pass a comprehensive background check and state registry screening.

Job Type: Part-time

Pay: $16.00 - $22.00 per hour

Work Location: In person