Executive Assistant to CEO

Description

The Executive Assistant to the CEO at Janus of Santa Cruz plays a crucial role in ensuring the smooth operation of the executive office and supporting the CEO in achieving the organization’s mission. This position involves managing the CEO’s calendar, handling confidential information, and coordinating board meetings, which helps maintain efficient communication and organization within the nonprofit.  Additionally, the Executive Assistant is responsible for project management, event coordination, and office management, ensuring that all administrative functions run seamlessly. By providing comprehensive support, the Executive Assistant enables the CEO to focus on strategic decision-making and long-term planning, ultimately contributing to the success of Janus of Santa Cruz’s substance use disorder treatment programs. Furthermore, the Executive Assistant advises the CEO on specific initiatives and decision-making processes, participating in strategic planning meetings and providing insights and recommendations. This role involves analyzing and synthesizing information from meetings to recap the best solutions and strategies, helping the CEO cut through complex issues and identify key priorities. With extensive experience in executive support, leadership, and process improvement, the Executive Assistant enhances the CEO’s ability to lead the organization effectively. This support is vital for Janus of Santa Cruz as it strives to empower individuals to achieve long-term recovery and improve their quality of life through evidence-based practices and compassionate care. 

CLASSIFICATION: Full-time/Exempt 

REPORTS: TO CEO 

HOURS: Regular Business Hours 

 Salary Range: $88,000-$94,000  

Administrative Support:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements. 

• Prepare and edit correspondence, reports, presentations, and other documents.

• Handle confidential information with discretion and professionalism.

• Coordinate and organize board meetings, including preparing agendas, materials, and minutes. 

• Provide comprehensive support to the CEO, facilitating smooth operations and strategic decision making. 

Communication:

• Serve as the primary point of contact between the CEO and internal/external stakeholders.

• Screen and prioritize incoming communications, including emails, phone calls, and mail.

• Draft and proofread communications on behalf of the CEO. 

• Act as a liaison between the CEO and internal/external stakeholders, maintaining confidentiality and professionalism in all interactions.

Project Management: 

• Assist the CEO in managing and prioritizing various projects and initiatives. 

• Track progress and ensure timely completion of tasks and deliverables.

• Conduct research and gather information to support decision-making processes.

• Implement comprehensive long-term strategic market development plans, including fleet acquisition and deployment strategies. 

Event Coordination: 

• Plan and coordinate events, conferences, and special meetings. 

• Handle logistics, including venue selection, catering, and guest accommodations.

• Ensure events run smoothly and address any issues that arise.

• Manage event team logistics, overseeing the coordination of venue logistics, staffing, and security for each event. 

Office Management: 

• Maintain office supplies and equipment, ensuring a well-organized and efficient workspace. 

• Oversee administrative functions, including filing, record-keeping, and office maintenance. 

• Liaise with IT and other departments to resolve technical issues. 

• Implement and refine systems and processes to streamline office operations. 

Financial Administration: 

• Assist with budget preparation and expense tracking. 

• Process invoices, reimbursements, and other financial documents. 

• Ensure compliance with organizational policies and procedures. 

• Manage budgetary considerations related to event logistics, staffing, and talent acquisition. 

Strategic Advising:

• Advise the CEO on specific initiatives and decision-making processes. 

• Participate in meetings involving strategic planning, providing insights and recommendations. 

• Analyze and synthesize information from meetings to recap the best solutions and strategies. 

• Assist in cutting through complex issues to identify key priorities and actionable steps.

Requirements

• Bachelor's degree in business administration, Communications, or a related field. 

• Minimum of 5 years of experience as an Executive Assistant or in a similar role.

• Experience in the nonprofit sector, particularly in substance use disorder treatment, is highly desirable. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 

• Excellent organizational, time management, and multitasking skills. 

• Strong written and verbal communication skills. 

• Ability to work independently and as part of a team.

• High level of integrity and discretion in handling confidential information.

• Flexibility to adapt to changing priorities and work under pressure. 

Preferred Experience:

• Executive Support: Extensive experience providing executive support across various industries, including technology, education, construction, and entertainment. 

Leadership:

Proven leadership in managing diverse teams and driving strategic initiatives.

• Office Management: Expertise in maintaining efficient office operations and managing administrative functions

Process Improvement: 

•Demonstrated ability to implement process improvements and enhance operational efficiency. 

• Board of Directors Meetings:

Skilled in coordinating and organizing board meetings, including preparing agendas, materials, and minutes.

• Calendar Management: Proficient in managing complex calendars and scheduling. 

• Global Travel Coordination: Experience in coordinating private and commercial travel arrangements. 

• Budget & Expense Reports: Competence in budget preparation and expense tracking. 

• Business Acumen: Strong understanding of business operations and strategic planning. 

• Legal Administration: Experience in handling legal administration for both professional and private matters. 

• Risk Management: Ability to manage risk and ensure compliance with regulations. • Communications: Excellent communication skills, including drafting and proofreading business correspondence.

• Regulatory Compliance: Knowledge of regulatory compliance requirements. 

• Confidentiality: High level of integrity and discretion in handling confidential information. 

Personal Attributes 

• Mission-driven and passionate about social impact and community well-being. 

• Strong attention to detail and a commitment to accuracy and high-quality work. 

• Able to balance strategic thinking with operational execution. 

• Adaptive, with a willingness to innovate and experiment with new approaches to evaluation. 

• Ability to work effectively with people of diverse backgrounds and perspectives.

• KNOWLEDGE OF WORK: Possess and uses knowledge of the job essential to perform the specific functions and related work. 

• QUANTITY OF WORK - Accomplishes an appropriate volume of satisfactory work under normal conditions. Ability to produce results. 

• QUALITY OF WORK - Consistently demonstrates accuracy, thoroughness, neatness, and dependability to produce work within acceptable standards.

• TIMELINESS - Completes assignments on or ahead of schedule. 

• ABILITY TO LEARN NEW DUTIES - Interprets, learns, and responds to instructions for new situations, procedures, or methods. 

• JUDGEMENT and COMMON SENSE - Decisions/actions are sound, including safety awareness. - COOPERATION - Willing to work with others toward common goals. 

• COMMUNICATIONS - Demonstrates relevance and clarity of written and oral expression. Effectiveness in exchanging ideas and information. 

• INITIATIVE - Ability to originate, develop or create innovative ideas or take steps to get things done. 

• PROBLEM SOLVING - Identifies and evaluates alternate solutions and selection of the most appropriate course of action.

• ATTENDANCE and PUNCTUALITY - Shows daily ability to be at work at a scheduled time, including being prepared to work on time after breaks, meal periods and other authorized absences from work.

• Frequently moves equipment weighing up to 25 pounds for various needs. 

• Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

Accountability: Takes ownership for delivering on commitments; owns mistakes and uses them as opportunities for learning and development; openly discusses his/her actions and their consequences both good and bad; has an ability to identify strengths and developmental opportunities and leverages insight to make adjustments to improve their effectiveness; courage to have difficult conversations with staff and patients.

• Communicating Effectively: Shares information; listens and involves others. Clearly conveys ideas in a manner that engages others and helps them understand and retain the message. 

• Patient/Customer Focus: Builds patient confidence, is committed to increasing patient satisfaction and engagement, assumes responsibility for solving patient problems, ensures commitments to patients are met, responds to internal customer inquiries and concerns.

• Decision Making/Judgment: Approaches problems and decisions methodically and objectively; involves others as needed; uses sound judgment in making decisions and understanding the impact to themselves, customers, their team, and the organization; conducts the appropriate analysis to identify the symptoms and root cause of issues; makes timely decisions. 

• Developing Talent: Values the difference that each employee makes and connects their role to organizational and team success. Provides direction and guidance in team and collaborative settings. Provides timely guidance and feedback to help others strengthen specific knowledge and develop skill areas to accomplish tasks or solve problems.

• Leading Change: Supports people in their efforts to try new things; embraces change; maintains a constant focus on efforts to improve performance, quality and efficiency of work processes. 

• Managing for Results: Sets challenging and productive goals for team, keeps team accountable for actions, provides leadership and motivation, provides resources and support, uses checkpoints and data to track progress, sets up systems and processes to measure results. 

• Results Orientation: Is focused on outcomes and accomplishments; follows through on commitments; can be counted upon to successfully execute on goals; motivated by achievement and a need for closure; has an attention to detail and is both efficient and effective in achieving a high level of measurable outcomes; persists in achieving goals despite obstacles.