Sound Community Services, a behavioral health, non-profit organization is seeking a highly organized and proactive Executive Assistant to provide dedicated administrative support to the CEO. Working in a mission-driven, results-focused, community-oriented setting, the Executive Assistant will maintain synergy between the CEO and Board of Directors and internal staff, serving as a trusted partner.
The Executive Assistant, must exhibit sound judgment and maintain a realistic balance amongst multiple priorities. The role also requires handling confidential matters with discretion while working under pressure.
Responsibilities:
- Maintain synergy between the CEO and the Board of Directors by assisting with meeting logistics and document management, communications, project management, and administrative functions.
- Plan and coordinate executive meetings, including preparing agendas, taking minutes, writing recaps and following up on action items.
- Provide sophisticated calendar management related to projects and initiatives, prioritizing inquiries and requests.
- Manage conflicts independently and make decisions and recommendations to ensure smooth day-to-day engagements with teams and stakeholders.
- Serve as a trusted partner to the CEO, ensuring exceptional communication, responsiveness, and support to facilitate the achievement of organizational goals.
- Manage a high volume of requests and projects, both internally and externally, to ensure the CEO's objectives are met.
- Prepare and edit correspondence, presentations, reports, and memos.
- Oversee expense management, including tracking, reconciling, and submitting expense reports, ensuring compliance with organizational policies and deadlines.
- Support the CEO with strategic communications, both internally and with the board.
- Coordinate and plan company events, retreats, meetings, training, and other events related to the CEO's vision.
- Maintain a quality filing and communications system.
- Collaborate with the CEO on blog postings, social media, website management and other publications as needed.
- Assist the CEO, executive team, and committees with grant proposal administration.
- Conduct research, compile information for reports and presentations.
- Assist with special projects and other administrative tasks as needed by the CEO.
Requirements:
- A bachelor’s degree is preferred, or equivalent combination of education and experience.
- Minimum of five years’ experience in a related field. Must have a minimum of two years supporting executive leadership or c-suite executive experience.
- Familiarity with the non-profit sector is a plus.
- Proficient in MS Office applications, including expertise in Outlook for calendar and email management. Intermediate experience in excel.
- Skilled in electronic communications; video conferencing platforms (e.g., Zoom, Microsoft Teams).
- Google Workspace (Docs, Sheets, Slides, and Drive), and social media/web platforms for professional communication and collaboration.
Key Competencies:
- Excellent interpersonal skills, a proactive and team-oriented mindset.
- Strong project management and organization skills with the ability to handle multiple tasks.
- Flexible and adaptable.
- Excellent verbal and written communication skills.
- Commitment to accuracy, and attention to detail.
- Ability to function independently and with sound judgment.Anticipate needs and take initiative.
- Operate with a high level of professionalism, discretion and confidentiality.
