Executive Assistant

At Jefferson Center, it is our policy and our mission to be inclusive and mindful of the diversity of everyone who comes through our doors. We are passionate about building a community where mental health matters and equitable care is accessible to all races, ethnicities, abilities, socioeconomic statuses, ages, sexual orientations, gender expressions, religions, cultures, and languages. The Executive Administrative Assistant provides executive-level support to the Chief Growth & Strategy Officer and Vice President of People & Culture while helping coordinate administrative operations across the organization. This role supports strategic growth initiatives, workforce engagement, community partnerships, philanthropy efforts, and key organizational events, serving as a central point of coordination for leadership and external stakeholders. Education, Knowledge, Skills & Experience Required: High School Diploma or GED required. Six (6) years of progressively responsible administrative experience, including at least three (3) years supporting senior executives or leadership teams. Advanced education may substitute for experience (Bachelor's degree may substitute for up to four years). Experience in healthcare, behavioral health, human services, nonprofit, or similarly complex organizations preferred. Strong knowledge of organizational operations, business practices, and administrative procedures. Exceptional organizational, project coordination, and time management skills, with strong attention to detail. Excellent written, verbal, interpersonal, and relationship-building skills. Proven ability to manage confidential information with discretion and professionalism. Ability to prioritize multiple responsibilities, meet deadlines, and thrive in a fast-paced environment. Resourceful, proactive problem-solver with strong judgment, decision-making skills, and initiative. Ability to work independently and collaboratively across teams and stakeholders, including executives, board members, donors, and community partners. Experience preparing reports, presentations, executive communications, and meeting materials. Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, and Forms. Experience coordinating meetings, events, projects, and executive workflows. Demonstrated leadership ability, including coordinating administrative support coverage and mentoring others. Emotional maturity, adaptability, and a commitment to exceptional customer service. Essential Duties: Executive Leadership Support Provide direct administrative support to the Chief Growth & Strategy Officer and Vice President of People & Culture. Manage complex executive calendars, scheduling priorities, travel arrangements, conference registrations, and meeting logistics. Prepare agendas, presentations, reports, correspondence, briefing documents, and meeting materials. Attend meetings as requested and document minutes, action items, and follow-up activities. Monitor and track projects, commitments, deadlines, and strategic initiatives to ensure timely completion. Coordinate executive leadership meetings, board committee meetings, strategic planning sessions, and cross-functional workgroups. Executive Administrative Team Leadership Serve as lead coordinator for the Executive Administrative Assistant function. Coordinate administrative coverage and workload balancing across Executive Administrative Assistants. Develop and maintain standard operating procedures, templates, workflows, and best practices to support consistency across executive support functions. Assist with onboarding, mentoring, and training Executive Administrative Assistants and administrative staff as assigned. Ensure continuity of executive support during staff absences, vacancies, leave periods, and organizational transitions. Collaborate with Executive Administrative Assistants to identify opportunities for operational improvement and increased efficiency. Growth Strategy and Organizational Support Support organizational growth initiatives, business development efforts, strategic partnerships, community engagement activities, and special projects. Assist with project coordination, tracking deliverables, maintaining documentation, and supporting implementation activities. Prepare and compile executive dashboards, leadership reports, board materials, strategic planning documents, and departmental updates. Maintain department records, shared files, project plans, and reporting systems. People & Culture Support Support employee engagement initiatives, recognition programs, leadership development activities, onboarding efforts, and workforce events. Coordinate employee meetings, leadership retreats, town halls, trainings, celebrations, and workforce engagement activities. Assist with workforce communications and related administrative coordination. Maintain strict confidentiality regarding employee and organizational information. Community Engagement, Philanthropy and Communications Support Coordinate sponsorships, memberships, community partnerships, and organization-wide engagement opportunities. Maintain sponsorship and partnership records, ensuring fulfillment of organizational benefits and commitments. Support donor engagement activities, volunteer events, fundraising initiatives, community outreach programs, and signature organizational events. Coordinate registrations, promotional opportunities, event participation, and external engagement activities. Track and maintain community calendars, chamber listings, event platforms, and public-facing event registrations. Event Coordination and Organizational Representation Coordinate and support internal and external events, including employee engagement activities, donor events, board functions, conferences, retreats, community events, and fundraising initiatives. Assist with planning, logistics, on-site coordination, inventory management, vendor management, registration tracking, and event execution. Represent Jefferson Center professionally at internal and external events when appropriate. Provide operational support during evening and weekend organizational events as needed. Financial and Administrative Operations Complete purchase orders, invoice processing, expense reports, and credit card reconciliations. Monitor event expenses, sponsorship payments, memberships, and departmental expenditures. Coordinate purchasing and inventory management of marketing materials, promotional items, event supplies, and office resources. Maintain vendor records, contracts, and departmental administrative documentation. Note: Employees are held accountable for all duties of this job. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. Working Conditions: Position requires flexibility to occasionally work evenings and weekends in support of organizational events, fundraising activities, employee engagement programs, board functions, and community partnerships. Regular interaction with executive leadership, board members, donors, community partners, and external stakeholders. Must be able to travel locally for meetings, conferences, and community events. Must be able to occasionally lift and transport materials weighing up to 25 pounds with or without reasonable accommodation. Salary Range: $60,400to $76,800*

• Jefferson Center pay is determined by various factors including education level, licensure level, years of relative experience, and internal equity amongst current staff.
• The salary range listed above is based on 1.0 FTE (40 hours per week).