Executive Assistant

Job Description

Job Description

Position Overview

We are seeking a highly organized,  friendly, lively, and proactive Executive Assistant to provide direct support to a senior executive within a growing behavioral health organization.

This is not simply a calendar-management position. We are looking for someone who can become a trusted extension of the executive —someone who anticipates needs, keeps priorities organized, follows through on commitments, communicates professionally with employees and external partners, and solves problems before they become distractions.

The ideal candidate brings positive energy into the workplace while maintaining the professionalism, discretion, organization, and attention to detail required when supporting executive leadership.

If you're the type of person who enjoys keeping things organized, connecting with people, figuring things out, and making a busy executive's day run smoothly, this could be an excellent opportunity.

What You'll Do

Executive Support & Organization

• Provide day-to-day administrative and operational support to the executive.
• Manage a complex calendar, appointments, meetings, deadlines, and competing priorities.
• Coordinate internal and external meetings and ensure the executive is properly prepared.
• Organize documents, correspondence, reports, presentations, and other executive materials.
• Maintain organized electronic and physical files.
• Track important deadlines, commitments, action items, and follow-ups.
• Prepare meeting agendas, take notes when required, and distribute action items.
• Follow up with team members to ensure assigned tasks and executive requests are completed.
• Assist with travel arrangements, itineraries, reservations, and related logistics when necessary.

Communication & Relationship Management

• Serve as a professional and welcoming point of contact for the executive.
• Communicate with employees, leadership, vendors, community partners, clients, and other stakeholders.
• Answer and appropriately route calls, emails, requests, and correspondence.
• Draft professional emails, letters, reports, and other communications.
• Maintain a  friendly, positive, energetic, and approachable presence when interacting with others.
• Exercise sound judgment when determining which matters require immediate executive attention.
• Represent the executive and organization professionally at all times.

Problem Solving & Follow-Through

We are looking for someone who doesn't simply identify problems—they  help solve them .

The Executive Assistant will:

• Anticipate scheduling, communication, and operational challenges.
• Research information and develop potential solutions before escalating issues.
• Handle routine problems independently and appropriately.
• Coordinate with departments to resolve outstanding issues.
• Keep projects and executive priorities moving forward.
• Identify missing information, deadlines, or follow-ups before they become problems.
• Adapt quickly when priorities or schedules change.
• Know when to make a decision independently and when executive input is required.

Executive Project Coordination

• Assist the executive with special projects and strategic initiatives.
• Maintain project trackers, deadlines, deliverables, and status updates.
• Coordinate information between departments and leadership.
• Prepare reports, spreadsheets, presentations, and executive summaries.
• Conduct research and organize findings for executive review.
• Help turn executive ideas and directives into organized action items.
• Follow up with responsible parties and provide progress updates.

Confidentiality & Professionalism

Because this position works closely with executive leadership, the Executive Assistant may have access to confidential business, personnel, financial, and operational information.

The successful candidate must demonstrate:

• Exceptional discretion and confidentiality.
• Professional judgment.
• Emotional maturity.
• Appropriate professional boundaries.
• Integrity and reliability.
• Understanding of the sensitive nature of behavioral healthcare information.
• Compliance with organizational privacy and confidentiality requirements.

Who We're Looking For

Our ideal candidate is:

Friendly & Lively – You bring positive energy into a room and genuinely enjoy interacting with people.

Extremely Organized – Calendars, deadlines, meetings, documents, and follow-ups don't fall through the cracks.

A Problem Solver – Your first instinct when something goes wrong is, “How can I fix this?”

Proactive – You anticipate what the executive will need rather than waiting for every instruction.

Resourceful – If you don't immediately know the answer, you know how to find it.

Detail-Oriented – You catch the small things that can become big problems.

Adaptable – You're comfortable when schedules change, priorities shift, or an unexpected issue needs immediate attention.

Professional – You can comfortably communicate with frontline employees, executives, vendors, families, community partners, and other stakeholders.

Dependable – When you say something will get done, people can trust that it will.

Required Qualifications

• Previous administrative, executive support, office management, project coordination, or similar professional experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Strong interpersonal and relationship-building skills.
• Demonstrated problem-solving ability.
• Ability to prioritize multiple assignments simultaneously.
• Strong follow-through and attention to detail.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Comfortable learning new technology and administrative systems.
• Ability to handle confidential information with discretion.
• Professional appearance and executive-level communication skills.

Preferred Qualifications

• 2+ years of Executive Assistant, Administrative Assistant, Office Manager, or executive-support experience.
• Associate or bachelor's degree in Business Administration, Healthcare Administration, Communications, Human Resources, or a related field.
• Experience supporting a CEO, President, Executive Director, or other senior leader.
• Healthcare, behavioral health, nonprofit, or human-services experience.
• Experience coordinating projects across multiple departments.
• Experience preparing executive reports and presentations.
• Experience managing travel, events, meetings, or executive logistics.

What Success Looks Like

Success in this position means the executive is able to operate more effectively because you're there.

The executive's schedule is organized. Meetings are prepared for. Important messages don't get missed. Commitments are followed through. Documents can be found. People receive responses. Problems get addressed. Priorities continue moving forward.

Most importantly, you're someone the executive can  trust to take ownership and get things done .

Our Ideal Executive Assistant

We're looking for the person who can walk into the office with a smile, build relationships naturally, organize a hectic day, handle an unexpected problem, coordinate with five different people, remind the executive about an important deadline, and still maintain a positive and professional attitude.

If you're  energetic, personable, organized, resourceful, dependable, and naturally wired to solve problems , we want to hear from you.