Executive Assistant/Office Manager

Job Description

Job Description

Job Title:  Administrative Operations Coordinator

EEO CODE: 05.1
FLSA: Exempt
OCC. CATEGORY: Executive Assistants
PAY GROUP: E - $41,600 annually (non-negotiable)

BENEFITS

Medical • Dental • Vision • Basic Life and AD&D  • Matching Retirement 401K • Employee Assistance Program • Paid Time Off • Employee Discount Program

OBJECTIVE

To provide executive-level administrative and operational support to the CEO and Director of Quality Improvement in a manner that advances organizational effectiveness and compliance. This role is responsible for coordinating Board activities, supporting quality and accreditation efforts, overseeing office operations, and serving as the organization’s Safety Officer.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Chief Executive Officer

Directs: Does not supervise employees

Other: Works closely with the CEO, Director of Quality Improvement, Board of Directors, Administrative Team, and external partners/vendors

QUALIFICATIONS

Required

• High school diploma with a minimum of two (2) years of relevant administrative experience, including training in office management
• Excellent communication, writing, and proofreading skills
• Strong critical thinking and decision-making abilities
• Exceptional organization and time management skills
• Ability to work independently and manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office and technology systems
• Experience coordinating meetings, logistics, and preparing official records/minutes

Preferred

• Experience in office management, facilities coordination, or administrative operations
• Knowledge of workplace safety practices, emergency preparedness, or compliance frameworks
• Experience in nonprofit and/or behavioral health settings

WORK ENVIRONMENT

Work is conducted primarily in a climate-controlled office setting. The employee must be able to remain in a stationary position for extended periods, move about the office as needed, operate computer equipment, and occasionally move equipment and files. The role requires effective communication with leadership, Board members, staff, and community stakeholders while maintaining professionalism and confidentiality. Reasonable accommodations may be made to enable individuals to perform essential functions.

ESSENTIAL JOB FUNCTIONS

Provide high-level executive administrative, operational, and office management support, including coordination of Board functions, oversight of office systems and workflows, and management of safety and emergency preparedness activities to ensure organizational efficiency and compliance.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Executive & Administrative Support

• Provide direct administrative support to the CEO and Director of Quality Improvement, including communication, scheduling, and coordination of organizational initiatives
• Prepare, maintain, and organize records, reports, and documentation to support projects and programs
• Manage internal and external communications on behalf of leadership
• Coordinate meetings, conferences, and organizational events

Board Coordination & Governance Support

• Maintain Board schedules, records, and official documentation
• Prepare Board agendas, minutes, and supporting materials; coordinate review and approval processes
• Facilitate Board communications, notifications, and committee coordination
• Assist with planning and execution of Board meetings, retreats, and special events.

Office Management & Operations

• Oversee daily office operations to ensure efficiency, organization, and a professional environment
• Manage office systems, supplies, equipment, and vendor relationships (e.g., maintenance and service providers)
• Coordinate facility needs, including maintenance, repairs, and workspace organization
• Maintain centralized administrative systems, including filing systems, shared drives, and templates
• Serve as a central point of contact for office-related needs and administrative coordination

Safety Officer & Emergency Preparedness

• Serve as the organization’s designated Safety Officer
• Coordinate, maintain, and update the Emergency Preparedness Plan in alignment with regulatory and accreditation standards
• Ensure availability and maintenance of safety equipment, including first aid supplies and AED/defibrillator
• Coordinate and document safety drills and emergency response activities
• Maintain incident reports and ensure timely documentation and follow-up
• Monitor workplace safety practices and recommend improvements to leadership
• Promote staff awareness and adherence to safety protocols

Compliance & Quality Support

• Assist with organizational licensure, contract compliance, and regulatory requirements (DCF, Managing Entity, COA)
• Support implementation and monitoring of Council on Accreditation (COA) standards
• Collaborate with the Director of Quality Improvement on data collection, reporting, and evaluation activities
• Ensure documentation and reporting requirements are completed accurately and timely
• Maintain strict confidentiality in compliance with HIPAA and organizational policies

Team Collaboration & Organizational Support

• Work collaboratively with administrative and leadership teams to support organizational goals
• Participate in required meetings, trainings, and professional development activities
• Support the organization’s Performance and Quality Improvement Plan
• Complete required documentation, reports, and time sheets accurately and on time
• Assist with special projects and additional duties as assigned

GENERAL REQUIREMENTS

• Adhere to all organizational policies and procedures, including safety, ethics, and confidentiality standards
• Maintain flexibility to adjust schedule and priorities as organizational needs evolve
• Demonstrate professionalism, initiative, and a commitment to the mission and values of the organization

CDAC Behavioral Healthcare is an Equal Opportunity employer. Individuals with Disabilities and Veterans are encouraged to apply.  Drug Free Workplace Employer, DRUG TESTING REQUIRED

A Level II background screening is required. For more information, please use the following link.