Executive Operations Assistant to the CEO & Board

Job Description

Job Description

Description:

Fulfill your purpose at CLM:

Center for Life Management (CLM) provides Southern New Hampshire’s most comprehensive array of outpatient mental health services. We offer innovative and evidence-based programs that enhance the health and well-being of individuals and families. Through collaboration with local and statewide partners, CLM works to strengthen communities and promote whole health and wellness.

The Executive Operations Assistant to the CEO & Board provides high-level administrative, operational, and governance support to the President and Chief Executive Officer (CEO), the Board of Directors, and the Senior Management Team. This role serves as a trusted partner to executive leadership, helping to coordinate agency priorities, facilitate effective governance processes, and support strategic initiatives across the agency.

The Executive Operations Assistant operates with a high level of professionalism, discretion, and independent judgment. This position requires exceptional organizational and communication skills and the ability to manage multiple complex priorities while maintaining strict confidentiality. This is a full time, 40 hour per week position.

Major Functional Areas and Description of Duties

Executive Leadership Support

• Managing executive calendars and prioritizing competing demands for executive leadership time.
• Monitor and manage the CEO’s email inbox by reviewing incoming communications, prioritizing urgent matters, responding to routine inquiries when appropriate, and ensuring timely follow-up on critical issues.
• Coordinating executive meetings, preparing briefing materials, and ensuring leadership is prepared for internal and external engagements.
• Drafting and editing executive communications, presentations, and reports, with an emphasis on developing high-quality presentation materials and leveraging technology and AI tools to support research, reporting, and content development.
• Coordinating and managing renewals for agency credit cards and trade association memberships, ensuring timely processing, accuracy, and continuity of services.
• Tracking leadership priorities, deadlines, and follow-up items to ensure timely completion.
• Preparing and submitting the CEO’s monthly expense reports.
• Managing time-off approvals and timesheet coordination for the CEO and Senior Managers.
• Supporting strategic initiatives and cross-department projects directed by the CEO or Senior Management Team. Examples of projects and initiatives may include:
• Organizational by-law updates and governance documentation
• Policy and procedure revisions
• Business Associate Agreements and organizational contracts
• CEO Lunch & Learn programs
• Annual budget preparation coordination
• Correspondence with the State of New Hampshire for regulatory documentation (such as Certificate of Good Standing)
• Grant preparation or administrative support for housing or program contracts
• Coordination of internal employee recognition activities (such as staff birthday cards or agency acknowledgements)

Board of Directors and Governance Support

• Serve as the primary administrative liaison between the CEO, Board of Directors, and agency leadership by:
• Coordinating Board of Directors meetings, retreats, and committee meetings
• Coordinating Board member onboarding and orientation processes
• Preparing Board meeting agendas, materials, and governance documentation
• Maintaining Board calendars, communications, and documentation
• Recording Board meetings and preparing detailed meeting minutes
• Tracking action items and ensuring follow-up on Board directives
• Supporting governance compliance and documentation processes

Strategic Project and Organizational Coordination

• Assist executive leadership in coordinating agency-wide initiatives by:
• Supporting cross-departmental initiatives and agency priorities
• Assisting with project tracking for executive initiatives and strategic planning efforts
• Conducting basic research or compiling information to support leadership decision-making
• Coordinating logistics for agency events, leadership meetings, and staff Town Hall meetings
• Assisting with preparation of internal reports, presentations, and agency communications
• Reviewing, refining, and standardizing presentations developed by Senior Management to ensure consistent branding, formatting, and high-quality executive-level materials.
• Utilizing technology and AI tools to support research, data gathering, reporting, and development of materials that inform executive decision-making and agency initiatives

Meeting and Event Coordination

• Coordinate and prepare for executive and organizational meetings including:
• Board of Directors meetings and retreats
• Senior Management Team meetings
• Leadership retreats and planning sessions
• Agency Town Hall meetings and staff forums
• Securing meeting space and coordinating technology needs
• Preparing meeting agendas and materials
• Tracking attendance and meeting logistics
• Arranging refreshments, meals, or accommodations when appropriate
• Recording meeting minutes and distributing follow-up materials

Organizational Administrative Support

• Manages CLM’s policy management system (DocTract), maintaining the integrity and organization of all agency-wide policies and procedures.
• Support operational administrative needs across the agency by:
• Processing internal and external correspondence on behalf of executive leadership
• Monitoring and coordinating facility administrative needs as assigned
• Ordering and distributing coffee supplies across CLM facilities
• Providing administrative coverage during the absence of other Executive Assistants as needed
• Supporting internal coordination between departments and leadership teams

Professional Conduct, Risk Management, and Confidentiality

• Maintain strict confidentiality regarding client information, employee matters, and agency business operations.
• Exercise sound judgment when managing sensitive communications or confidential materials.
• Participate in agency safety protocols and trainings, including active shooter drills and emergency preparedness activities.
• Provide immediate notification to the CEO and/or VP of Quality/Compliance of any critical incident affecting employees, clients, or agency operations in accordance with agency protocols.
• Represent Center for Life Management in a professional and respectful manner with staff, community partners, and external stakeholders

Physical Demands and Working Conditions

This position operates in a hybrid work environment with periods of time spent working onsite at CLM facilities and other times working remotely as permitted. Manual dexterity is required to operate computers and standard office equipment. The ability to sit for extended periods while working at a computer is required. Reliable internet and phone access are required for remote work.

Benefits

At Center for Life Management, we offer a robust benefits package because caring for our staff is just as important as caring for our clients. Benefits for benefits eligible employees include:

• Comprehensive health insurance (medical, dental, vision)
• Health Reimbursement Arrangement
• Flexible Spending Account
• Paid earned time (3 weeks in year one, caps at 6 weeks)
• Paid holidays (8) with bonus birthday holiday in your birth month
• 403(b) Retirement Savings Plan with 3% company contribution upon 1 year of employment
• Life Insurance paid by company
• Short- and Long-Term Disability paid by company
• Accidental Death and Dismemberment Insurance paid by company
• Employee Assistance Program (EAP), accessible to staff and their natural supports
• Company issued cell phone and laptop as needed for role
• Scholarship for professional advancement
• Mileage reimbursement for applicable positions
• On the job training and continuing education opportunities
• Rewarding and supportive work environment with excellent opportunities for career growth
• Meaningful relationships with your co-workers and the individuals we serve
• Flexible work schedule
• Teamwork, teamwork and more teamwork!

Join CLM and make your career dreams a reality!

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#ExecutiveSupport

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#BoardGovernance

#OfficeAdministration

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Requirements:

Qualifications and Skills

• Associate’s degree required; Bachelor’s degree preferred.
• Five or more years of progressively responsible executive administrative experience.
• Demonstrated experience supporting senior leadership and board governance activities.
• Experience in healthcare, behavioral health, nonprofit, or human services organizations preferred.
• Exceptional organizational and project coordination skills
• Strong written and verbal communication abilities
• Ability to maintain discretion and confidentiality with sensitive information
• Ability to prioritize competing demands in a fast-paced environment
• Strong interpersonal skills and the ability to work effectively with senior leadership, board members, and community partners
• High level of initiative, professionalism, and independent judgment
• Ability to anticipate needs and proactively support executive priorities
• Proficiency with standard office software and communication platforms including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams and virtual meeting platforms, calendar management systems, and document preparation and presentation tools.
• Demonstrated ability to utilize policy management systems and AI tools and emerging technologies to support research, reporting, and content development.
• Ability to learn and adapt to new organizational systems as needed.