Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative and operational support to executive leadership by managing complex calendars, coordinating communications, meetings, and events, preparing correspondence, reports, presentations, and briefing materials, and tracking strategic initiatives and assignments. Serving as a trusted partner and key liaison between executive leadership, internal departments, external stakeholders, and community partners, this position exercises sound judgment, discretion, and confidentiality while supporting organizational priorities through exceptional organization, communication, problem-solving, and customer service in a fast-paced environment.

The hourly rate begins at $25.16. Mid range at $32.08. Actual starting rate will be commensurate with experience and education.

This role performs highly responsible and complex administrative work in support of executive leadership and serves as a key contributor to the overall effectiveness of the organization. This position operates with a significant degree of independence, exercising sound judgment and discretion in managing executive priorities, coordinating critical communications, and addressing sensitive or confidential matters.

The Executive Assistant exercises considerable independent judgment and decision-making authority in the coordination and management of executive administrative operations. The position is responsible for prioritizing and responding to inquiries, managing competing scheduling demands, determining appropriate courses of action for routine and complex administrative matters, and resolving issues within established policies, procedures, and organizational objectives. The Executive Assistant is entrusted with access to highly confidential information and is expected to make sound decisions regarding information dissemination, stakeholder communications, and the coordination of executive priorities.

The Executive Assistant builds and maintains strong working relationships with executive leadership, department directors, managers, employees, external agencies, vendors, community organizations, and members of the public. Serving as a primary liaison for the executive, this position facilitates effective communication, coordination, and collaboration across a diverse range of internal and external stakeholders while representing the executive office with professionalism, diplomacy, and discretion. The role requires exceptional interpersonal and relationship-building skills, sound judgment, and the ability to manage sensitive and confidential matters with the highest level of integrity. Success in this position depends on fostering trust, promoting collaboration, and ensuring the timely, accurate flow of information to support executive priorities, organizational objectives, and informed decision-making.

Essential Duties and Responsibilities

Administrative Support (Primary Function)

• Assists department managers in operational and clinical programs and/or other members of the executive leadership team.
• Ensures that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
• Accurately records and transcribes minutes or notes of meetings in a manner equal to MHM's Board professional standards.
• Manages external contacts for the departments, proactively understands who they are, and maintains constant communication to include important events and activities.
• Communicates and collaborates effectively with all levels of team members, cross-functional teams, and external contacts in a rapidly growing environment.
• Coordinates, schedules, and organizes activities for special projects.
• Coordinates the preparation of staff and department reports, including distribution of material.
• Monitors assigned department budgets and prepares purchase requisitions. Prepares expense reports and processes check requests.
• Manages travel arrangements and coordinates the pre-planning of trips with various internal functions, to include agendas and necessary preparations.
• Coordinates the scheduling of meetings for the boardroom, classrooms and/or conference rooms.
• Facilitate program catering as needed.
• Facilitate department interviews.
• Process reimbursements and corporate credit card reconciliation monthly.
• Manages inventories for office/kitchen supplies and office equipment.
• Provides back-up support for the Admin Support Team as requested.
• Assists in training newly hired administrative support staff.
• Responds to changes of administrative duties at a moment's notice.
• Handles confidential information appropriately.
• Demonstrates professional demeanor and defuses emotional situations in a calm manner.
• Performs other duties as assigned.

Additional Responsibilities

• Research and compiles data for projects and makes recommendations to improve progress of projects.
• Maintains professionalism, confidentiality, and alignment with MHM values.
• Performs other duties assigned to meet organizational needs.

Supervisory or Leadership Responsibilities

This position does not supervise others.

Qualifications

Minimum Qualifications (Required)

• Education: High school diploma or GED required.
• Licenses/Certifications: None.
• Experience:
  • Three years in an administrative role working with executive and senior level management required.
  • Ability to work in structured environments with standardized policies.
• Other Required Skills/Knowledge:
  • Strong communication skills, attention to detail, situational awareness, and professionalism.
  • Ability to adapt quickly to changing tasks, especially when supporting other departments.
  • Ability to prioritize work independently and handle confidential information responsibly.

Preferred Qualifications

• CAP or cHAP certification

Knowledge, Skills, and Abilities (KSAs)

• Must possess strong written and oral communication skills as well as strong interpersonal skills.
• Ability to read and interpret documents and instructions.
• Ability to write reports, develop correspondence, and memos from drafts or copy.
• Proficient in Microsoft Office, Outlook, and standard office equipment.
• Strong organizational, time-management, and problem-solving abilities.
• Comfortable working independently and shifting responsibilities throughout the day.

Language Skills

English required; Spanish bilingual preferred.

Technology and Tools

• Microsoft Office Suite, Outlook, shared documents.
• Procurement Software
• Meter Machine

Work Environment and Physical Demands

• Primarily office-based with periodic movement between facilities.
• Must be able to sit, stand, walk, bend, stoop, climb step stools, and lift/maneuver up to 25 pounds.
• Occasional travel to other MHM sites for meetings or trainings.