Executive Personal Assistant

Job Description

Job Description

The Executive Assistant to the Chief Executive Officer (CEO) is a highly trusted, professional, organized, and detail-oriented administrative professional responsible for providing comprehensive executive, administrative, operational, and organizational support to the CEO.

The Executive Assistant serves as a key liaison between the CEO, executive leadership, department directors, employees, external partners, vendors, clients, community organizations, and other stakeholders. This position requires exceptional judgment, confidentiality, professionalism, communication skills, organization, and the ability to manage multiple priorities in a fast-paced behavioral health and addiction treatment environment.

The Executive Assistant is expected to function as an extension of the CEO and assist with the coordination, organization, and execution of the CEO's daily responsibilities and organizational priorities.

The successful candidate must be proactive and capable of anticipating the CEO's needs rather than waiting to be directed on every task.

Essential Duties and Responsibilities:

1. Executive Support

• Provide comprehensive administrative and executive support to the CEO.
• Manage and maintain the CEO's daily calendar, appointments, meetings, and commitments.
• Coordinate internal and external meetings on behalf of the CEO.
• Schedule, confirm, and prepare the CEO for meetings and appointments.
• Prepare meeting agendas, briefing materials, presentations, reports, and supporting documentation.
• Ensure the CEO has all necessary information and materials prior to meetings.
• Take accurate meeting notes and prepare meeting minutes when requested.
• Track action items resulting from executive meetings and follow up with responsible parties.
• Monitor deadlines and commitments assigned to the CEO and/or executive leadership team.
• Assist the CEO in prioritizing competing responsibilities and appointments.
• Screen and appropriately route calls, correspondence, emails, and requests.
• Draft correspondence, memoranda, announcements, presentations, and other documents on behalf of the CEO.
• Prepare talking points, summaries, reports, and briefing documents as requested.
• Conduct research and compile information for the CEO.
• Assist with special projects assigned by the CEO.

2. Confidentiality and Executive Discretion

The Executive Assistant will have access to highly confidential information and must exercise exceptional discretion.

Responsibilities include:

• Maintain strict confidentiality regarding employee, client, financial, operational, personnel, and organizational information.
• Safeguard sensitive executive communications and documents.
• Handle confidential personnel matters appropriately and professionally.
• Maintain secure electronic and physical files.
• Use sound judgment when determining what information should be shared, with whom, and when.
• Never disclose confidential information to unauthorized individuals.
• Maintain professional boundaries when handling sensitive matters involving employees, clients, families, vendors, and leadership.
• Immediately report any suspected breach of confidential information or organizational security.

3. Communication and Correspondence:

• Serve as a professional point of contact between the CEO and internal/external stakeholders.
• Manage correspondence on behalf of the CEO as directed.
• Draft professional emails, letters, memoranda, announcements, and other communications.
• Proofread documents and communications for accuracy, professionalism, grammar, and consistency.
• Follow up with executives, managers, employees, vendors, and external partners regarding outstanding matters.
• Ensure important communications are appropriately documented and tracked.
• Maintain professional communication at all times and represent the CEO and organization positively.

4. Meeting and Event Coordination:

• Coordinate executive leadership meetings.
• Schedule meetings involving the CEO and department leaders.
• Prepare agendas and meeting materials.
• Reserve conference rooms and coordinate technology needs.
• Arrange meals, refreshments, transportation, and other meeting logistics when necessary.
• Maintain attendance records when appropriate.
• Prepare and distribute meeting minutes and action items.
• Follow up on assignments resulting from meetings.
• Assist with company events, leadership meetings, staff meetings, community events, conferences, and organizational functions.

5. Administrative Operations:

• Maintain organized executive files and records.
• Develop and maintain filing systems for the CEO's office.
• Maintain electronic and physical records in accordance with organizational policies.
• Prepare spreadsheets, reports, presentations, forms, and other administrative documents.
• Assist with document management and workflow organization.
• Monitor office supplies and administrative needs for the CEO's office.
• Assist with expense reports, receipts, invoices, and other administrative financial documentation.
• Coordinate travel arrangements, lodging, transportation, and itineraries for the CEO when necessary.
• Assist with preparing travel packets and schedules.
• Maintain professional relationships with vendors and service providers.

6. Support for Executive Leadership:

The Executive Assistant may assist the CEO with coordination and communication among executive leadership, including:

• Chief Operating Officer
• Chief Financial Officer
• Clinical Leadership
• Medical Leadership
• Human Resources
• Compliance
• Program Directors
• Department Supervisors
• Administrative Leadership

The Executive Assistant may be responsible for tracking requests, deadlines, projects, and follow-up items between the CEO and members of the leadership team.

7. Organizational Projects:

• Assist the CEO with strategic and operational projects.
• Coordinate project timelines and deadlines.
• Track project progress and outstanding assignments.
• Compile information from various departments.
• Prepare project reports and summaries.
• Assist with implementation of organizational initiatives.
• Conduct research and provide information requested by the CEO.
• Assist with organizational development projects and special assignments.
• Identify administrative inefficiencies and recommend improvements.

8. Behavioral Health and Addiction Program Support

Because this position operates within a substance use disorder and behavioral health organization, the Executive Assistant must understand the importance of professionalism, confidentiality, compliance, and sensitivity when working in a treatment environment.

The Executive Assistant may:

• Assist the CEO with administrative coordination related to SUD treatment programs.
• Coordinate meetings involving clinical, medical, administrative, and program leadership.
• Assist with preparation of materials related to program operations.
• Assist with compliance-related administrative projects as directed.
• Handle client-related information with appropriate confidentiality.
• Coordinate communication between executive leadership and program leadership.
• Assist with organizational initiatives related to quality improvement, client services, staffing, and program development.

The Executive Assistant is not expected to provide clinical services unless separately credentialed, licensed, and specifically assigned those duties.

At the direction of the CEO, the Executive Assistant may assist with:

• Scheduling interviews and executive meetings.
• Coordinating leadership interviews and appointments.
• Preparing personnel-related documents.
• Scheduling employee meetings.
• Assisting with employee recognition activities.
• Coordinating executive communications regarding organizational policies and initiatives.
• Maintaining confidentiality regarding personnel matters
• 10. Financial and Business Administration Support

The Executive Assistant may assist the CEO with administrative aspects of organizational finances and business operations, including:

• Preparing expense reports.
• Organizing receipts and invoices.
• Maintaining executive financial records.
• Assisting with budget-related documentation.
• Preparing spreadsheets and financial summaries.
• Scheduling meetings with financial partners, vendors, and consultants.
• Assisting with business proposals and presentations.
• Tracking administrative expenses.
• Maintaining documentation related to contracts and business relationships.

The Executive Assistant does not have authority to approve expenditures, enter into contracts, or make financial commitments on behalf of the organization unless specifically authorized.

11. External Relations and Professional Representation

The Executive Assistant may communicate with:

• Healthcare professionals
• Community partners
• Vendors
• Consultants
• Government agencies
• Regulatory organizations
• Business partners
• Community organizations
• Professional organizations
• Attorneys and other professional representatives

The Executive Assistant must consistently represent the organization with professionalism, courtesy, discretion, and sound judgment.

12. CEO Personal Assistant Responsibilities

When specifically authorized by the CEO and consistent with organizational policies, the position may provide personal-assistant support related to the CEO's professional responsibilities and schedule, including:

• Coordinating personal and professional appointments.
• Managing calendars and reminders.
• Coordinating travel and reservations.
• Managing personal/professional scheduling conflicts.
• Purchasing or coordinating items requested by the CEO.
• Running occasional administrative errands.
• Organizing personal and professional documents.
• Assisting with event and appointment coordination.
• Anticipating scheduling and logistical needs.

Any personal-assistant duties must be clearly distinguished from organizational duties and performed in accordance with applicable employment and wage-and-hour requirements.

Required Qualifications

Education

Minimum Requirement:

• Bachelor's degree in Business Administration, Business Management, Healthcare Administration, Public Administration, Executive Administration, or a related field.

A master's degree in business administration, healthcare administration, organizational leadership, or a related field is preferred but not required.

Experience

• Minimum of 3–5 years of progressively responsible administrative, executive assistant, office management, or executive support experience preferred.
• Experience supporting a CEO, President, Executive Director, COO, or other senior executive strongly preferred.
• Experience in healthcare, behavioral health, substance use disorder treatment, nonprofit organizations, or other regulated environments preferred.
• Experience managing confidential information is required.
• Experience coordinating multiple departments, executives, projects, and deadlines preferred.

Required Skills and Competencies

The ideal candidate must demonstrate:

Executive-Level Organization

• Exceptional organizational skills.
• Strong time-management abilities.
• Ability to manage multiple priorities simultaneously.
• Ability to anticipate needs and proactively address issues.
• Strong attention to detail.
• Ability to work independently with minimal supervision.

Communication

• Excellent written and verbal communication skills.
• Professional telephone and email etiquette.
• Ability to communicate effectively with executives, employees, clients, vendors, and external stakeholders.
• Strong interpersonal and relationship-building skills.
• Ability to handle difficult or sensitive conversations professionally.

Technology Proficiency with:

• Microsoft Office Suite
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Google Workspace, when applicable
• Electronic calendars and scheduling systems
• Video conferencing platforms
• Electronic document-management systems

Ability to quickly learn new software and organizational systems is essential.

Professional Judgment

The successful candidate must:

• Exercise excellent judgment.
• Maintain strict confidentiality.
• Understand appropriate professional boundaries.
• Know when an issue requires the CEO's attention.
• Be comfortable handling sensitive and confidential information.
• Remain calm and professional under pressure.
• Demonstrate maturity and discretion.