Executive Outreach Assistant

Job Description

Job Description

Description:

The Executive Assistant to the Outreach Director provides administrative, organizational, and outreach support to help advance the mission of Foundations to Freedom. This position works closely with the Outreach Director to coordinate community partnerships, events, tours, meetings, referral relationships, marketing initiatives, and day-to-day outreach activities.

The ideal candidate is highly organized, professional, dependable, personable, and comfortable communicating with community partners, treatment providers, government agencies, healthcare professionals, nonprofit organizations, and members of the recovery community.

Qualifications:

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional and comfortable communicating with community leaders and organizations.
• Ability to manage multiple projects, deadlines, and priorities.
• Strong attention to detail and follow-through.
• Proficiency with email, calendars, Microsoft Office/Google Workspace, basic database or CRM systems and excel.
• Comfortable attending community events and networking on behalf of the organization.
• Ability to maintain professionalism and confidentiality.
• Valid driver's license and reliable transportation for community outreach activities.
• Experience in behavioral health, substance use recovery, nonprofit services, healthcare, community outreach, or administrative support is preferred but not required.

Key Responsibilities:

Outreach & Community Partnerships

• Assist the Outreach Director with maintaining and developing community partnerships and referral relationships.
• Conduct follow-up communication with current and prospective community partners.
• Help coordinate outreach visits to treatment providers, hospitals, healthcare offices, community organizations, schools, government agencies, and other referral sources.
• Maintain an organized database/list of outreach contacts, referral sources, and community partners.
• Track outreach activity, follow-ups, meetings, tours, and partnership opportunities.
• Represent Foundations to Freedom professionally at community events, meetings, networking opportunities, and outreach activities when requested.
• Assist with distributing organizational materials and educating community partners about Foundations to Freedom programs and services.

Scheduling & Administrative Support

• Manage and organize the Outreach Director's calendar, appointments, meetings, tours, and outreach schedule.
• Schedule meetings and coordinate with internal staff and outside organizations.
• Prepare meeting agendas, notes, contact lists, and other materials as needed.
• Assist with emails, correspondence, follow-up communication, and organizational tasks.
• Help ensure deadlines, commitments, meetings, and follow-ups are completed.
• Maintain organized electronic files and outreach documentation.

Tours & Referral Coordination

• Assist with scheduling tours of Foundations to Freedom and Foundations to Healing.
• Coordinate tour details with appropriate staff and community partners.
• Help prepare materials for visitors and potential referral partners.
• Follow up with visitors after tours to continue developing relationships.
• Assist with referral communication and ensure inquiries are directed to the appropriate department.

Events & Community Engagement

• Assist with planning and coordinating community outreach events, fundraisers, conferences, health fairs, educational events, and organizational events.
• Coordinate vendors, community partners, volunteers, registrations, supplies, and event logistics as assigned.
• Maintain event calendars, RSVP lists, vendor lists, and planning documents.
• Attend events and assist with setup, breakdown, networking, and representation of Foundations to Freedom when needed.
• Help identify new community events and outreach opportunities that align with the organization's mission.

Marketing & Communications Support

• Work with the Outreach Director and marketing/graphic design team on outreach materials, flyers, social media content, newsletters, presentations, and promotional materials.
• Gather information, photographs, statistics, and program updates for outreach and marketing initiatives.
• Help ensure organizational information and outreach materials remain accurate and current.
• Assist with communicating upcoming events, partnerships, programs, and community initiatives.

Tracking & Reporting

• Maintain accurate records of outreach contacts, meetings, tours, events, referrals, and partnership activities.
• Assist the Outreach Director with monthly outreach reports and activity tracking and spreadsheets for expenses and income.
• Track pending follow-ups and partnership opportunities.
• Help measure outreach efforts and identify opportunities for increased community engagement and referrals.