Executive Assistant

Job Description

Job Description

About Jordan CRC / Phoenix Counseling Solutions

Jordan CRC and Phoenix Counseling Solutions provide behavioral health, substance use treatment, recovery housing, employment services, case management, and other supportive services for women working toward recovery and long-term stability.

Our approach is trauma-informed, person-centered, and recovery-oriented. We work closely with community partners to help women overcome barriers related to treatment, employment, housing, and recovery.

Jordan CRC is accredited by The Joint Commission and certified by the Ohio Department of Mental Health and Addiction Services (OhioMHAS) and the Ohio Recovery Housing (ORH) network.

We're looking for a discreet, highly organized Executive Assistant to be the on-site right hand to our Founder, President & CEO. You'll run the CEO's office day to day: documents, meetings, visitors, correspondence, signatures, and records, so the CEO can stay focused on leadership, strategy, and mission.

You'll partner closely with our Virtual Executive Assistant, who manages the CEO's calendar and digital systems, to keep physical and digital work in sync. This role suits someone who is proactive, calm under pressure, and good at anticipating what's needed before it becomes urgent, in a multi-program, grant-funded community organization.

Run the CEO's office

• Keep the office organized, professional, and confidential, with priority documents and meeting materials ready each day.

• Manage unscheduled visitors and requests so the CEO isn't pulled away unnecessarily.

Manage records and documents

• Maintain physical executive files for contracts, board records, grants, reports, and correspondence.

• Scan and route documents for electronic filing, and follow records-retention and destruction requirements.

Prepare meetings and welcome visitors

• Prepare agendas, meeting packets, reports, and presentations.

• Coordinate rooms, technology, refreshments, and seating for board, leadership, funder, and community meetings.

• Greet and assist board members, funders, partners, candidates, and other guests.

Coordinate the schedule

• Review the CEO's daily schedule and prepare for on-site commitments.

• Work through the established calendar process with the Virtual Executive Assistant, who owns the master calendar.

Handle signatures, mail, and correspondence

• Run an organized signature and approval system, checking documents for completeness and tracking them to completion.

• Sort, prioritize, and route executive mail, flagging urgent legal, financial, board, grant, and HR items.

• Prepare professional letters, mailings, and other correspondence.

Support the board

• Prepare board books, packets, sign-in materials, and room setup.

• Maintain secure physical copies of approved board records, resolutions, and minutes.

Follow through on executive projects

• Support CEO-directed projects, events, and speaking engagements.

• Follow up with staff on requested materials and keep the executive support team updated.

• Resolve routine matters at the right level and escalate when the CEO needs to decide or act.

This role coordinates executive-office work but does not make governance, clinical, HR, financial, legal, or grant-compliance decisions, or sign or speak on the CEO's behalf without authorization.

• 3+ years of administrative or executive-support experience (5+ strongly preferred).

• Experience handling confidential HR, healthcare, legal, financial, grant, or board information.

• Experience preparing executive and board-level meeting materials while juggling competing deadlines.

• Physical and electronic records management experience.

• Strong working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive (or comparable tools).

• Excellent writing, proofreading, formatting, and organizational skills.

• High school diploma or equivalent.

• Reliable attendance and dependable transportation for on-site work.

• Experience supporting a CEO, President, Executive Director, or comparable senior leader.

• Background in nonprofit, behavioral health, healthcare, social services, or another grant-funded, board-governed, or highly regulated setting.

• Familiarity with HIPAA and privacy requirements.

• Associate degree in business administration, office administration, nonprofit management, or a related field; a bachelor's degree is a plus.

You're organized, proactive, and trustworthy. You stay calm under pressure, are comfortable with board members, funders, and community leaders, and protect the CEO's time respectfully. You follow established systems, welcome feedback, and finish what you start.

This is a part-time, fully on-site role, Monday through Wednesday from 8:30 a.m. to 4:30 p.m. with a 30-minute unpaid lunch, about 22.5 hours per week. The salary range is 38,000–43,000 per year, based on experience and qualifications.