Executive Administrative Assistant

Job Description Position Title: Executive Administrative Assistant Position Number: Date: Employee: Work Unit: Administration Immediate Supervisor: A. QUALIFICATIONS High school diploma or equivalent required; associate's or bachelor's degree preferred. Minimum of 3-5 years of administrative experience, preferably in healthcare or behavioral health settings. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Excellent communication, organizational, and time-management skills. Ability to maintain confidentiality and work with sensitive information. Experience supporting executive-level staff, particularly in a behavioral health or healthcare environment, is a plus. B. JOB SUMMARY The Executive Administrative Assistant provides high-level administrative support to the CEO, Deputy Director, and Chief Clinical Officer (CCO) of the organization. This position is responsible for managing calendars, scheduling meetings, preparing reports and presentations, handling correspondence, and coordinating various administrative functions to ensure smooth operations and efficient executive-level support. C. KEY RESPONSIBILITIES 1. Executive Support Manage and maintain the calendars and schedules of the CEO, Deputy Director, and CCO. Schedule and coordinate meetings, conference calls, and video conferences. Prepare and organize materials for meetings, presentations, and reports. Handle and prioritize incoming communications, including emails, phone calls, and requests. Coordinate travel arrangements and accommodations for executives. 2. Communication & Coordination Serve as a primary point of contact between executives and internal/external stakeholders. Draft, proofread, and format correspondence, memos, reports, and presentations. Prepare and manage executive-level correspondence, including confidential and sensitive matters. Facilitate communication across departments and teams to ensure efficient workflow. 3. Administrative Support Organize and maintain filing systems, both electronic and physical, for executives. Assist in the preparation of board meetings, including logistics, materials, and minutes. Handle confidential and sensitive information with discretion and professionalism. Support HR functions, such as coordinating interviews, onboarding, and staff training. 4. Project Coordination & Special Assignments Assist with special projects as directed by the CEO, Deputy Director, and CCO. Track and follow up on project progress and deadlines. Organize and oversee office events, meetings, and special initiatives. Conduct research and prepare reports or briefings as required. 5. Office Management Support Ensure the efficient operation of the executive office, including office supplies and equipment management. Maintain organization of key executive files and materials, ensuring quick access and proper storage. Assist with budget tracking and expense reporting for the executive team. D. INTER-RELATIONSHIPS Work closely with the CEO, Deputy Director, and CCO to ensure efficient coordination of daily operations. Communicate effectively with department heads, staff members, and external partners. Serve as a liaison between the executive team and other departments to address inquiries and requests. E. WORKING CONDITIONS Standard office environment with occasional extended hours for meetings and events. Occasional travel may be required for offsite meetings and events. F. NEEDED ATTRIBUTES Organizational Skills: Exceptional ability to manage multiple tasks, prioritize work, and meet deadlines. Communication Skills: Excellent verbal and written communication abilities, with a professional demeanor. Confidentiality: Ability to handle sensitive information with discretion and professionalism. Problem Solving: Ability to anticipate needs and proactively find solutions. Adaptability: Comfortable working in a dynamic environment and adjusting to changing priorities. Tech Savvy: Comfortable using office technology, including email, scheduling software, and project management tools.