Executive Assistant/Office Manager

Administrative Operations CoordinatorTo provide executive-level administrative and operational support to the CEO and Director of Quality Improvement in a manner that advances organizational effectiveness and compliance. This role is responsible for coordinating Board activities, supporting quality and accreditation efforts, overseeing office operations, and serving as the organization's Safety Officer.QualificationsRequired:High school diploma with a minimum of two (2) years of relevant administrative experience, including training in office managementExcellent communication, writing, and proofreading skillsStrong critical thinking and decision-making abilitiesExceptional organization and time management skillsAbility to work independently and manage multiple priorities in a fast-paced environmentProficiency in Microsoft Office and technology systemsExperience coordinating meetings, logistics, and preparing official records/minutesPreferred:Experience in office management, facilities coordination, or administrative operationsKnowledge of workplace safety practices, emergency preparedness, or compliance frameworksExperience in nonprofit and/or behavioral health settingsWork is conducted primarily in a climate-controlled office setting. The employee must be able to remain in a stationary position for extended periods, move about the office as needed, operate computer equipment, and occasionally move equipment and files. The role requires effective communication with leadership, Board members, staff, and community stakeholders while maintaining professionalism and confidentiality. Reasonable accommodations may be made to enable individuals to perform essential functions.Essential Job FunctionsProvide high-level executive administrative, operational, and office management support, including coordination of Board functions, oversight of office systems and workflows, and management of safety and emergency preparedness activities to ensure organizational efficiency and compliance.Essential Job Duties and ResponsibilitiesExecutive & Administrative Support:Provide direct administrative support to the CEO and Director of Quality Improvement, including communication, scheduling, and coordination of organizational initiativesPrepare, maintain, and organize records, reports, and documentation to support projects and programsManage internal and external communications on behalf of leadershipCoordinate meetings, conferences, and organizational eventsBoard Coordination & Governance Support:Maintain Board schedules, records, and official documentationPrepare Board agendas, minutes, and supporting materials; coordinate review and approval processesFacilitate Board communications, notifications, and committee coordinationAssist with planning and execution of Board meetings, retreats, and special events.Office Management & Operations:Oversee daily office operations to ensure efficiency, organization, and a professional environmentManage office systems, supplies, equipment, and vendor relationships (e.g., maintenance and service providers)Coordinate facility needs, including maintenance, repairs, and workspace organizationMaintain centralized administrative systems, including filing systems, shared drives, and templatesServe as a central point of contact for office-related needs and administrative coordinationSafety Officer & Emergency Preparedness:Serve as the organization's designated Safety OfficerCoordinate, maintain, and update the Emergency Preparedness Plan in alignment with regulatory and accreditation standardsEnsure availability and maintenance of safety equipment, including first aid supplies and AED/defibrillatorCoordinate and document safety drills and emergency response activitiesMaintain incident reports and ensure timely documentation and follow-upMonitor workplace safety practices and recommend improvements to leadershipPromote staff awareness and adherence to safety protocolsCompliance & Quality Support:Assist with organizational licensure, contract compliance, and regulatory requirements (DCF, Managing Entity, COA)Support implementation and monitoring of Council on Accreditation (COA) standardsCollaborate with the Director of Quality Improvement on data collection, reporting, and evaluation activitiesEnsure documentation and reporting requirements are completed accurately and timelyMaintain strict confidentiality in compliance with HIPAA and organizational policiesTeam Collaboration & Organizational Support:Work collaboratively with administrative and leadership teams to support organizational goalsParticipate in required meetings, trainings, and professional development activitiesSupport the organization's Performance and Quality Improvement PlanComplete required documentation, reports, and time sheets accurately and on timeAssist with special projects and additional duties as assignedGeneral Requirements:Adhere to all organizational policies and procedures, including safety, ethics, and confidentiality standardsMaintain flexibility to adjust schedule and priorities as organizational needs evolveDemonstrate professionalism, initiative, and a commitment to the mission and values of the organizationCDAC Behavioral Healthcare is an Equal Opportunity employer. Individuals with Disabilities and Veterans are encouraged to apply. Drug Free Workplace Employer, DRUG TESTING REQUIRED. A Level II background screening is required. For more information, please use the following link.