Executive Assistant (HYBRID)

Job Description

Job Description

POSITION SUMMARY

The Executive Assistant to the Executive Director serves as a trusted partner to the senior leadership team and plays a key role in supporting executive operations and corporate governance across the Care Compass family of organizations. This position is responsible for coordinating Board of Director activities, managing executive schedule and travel, preparing high-quality communications and presentation materials, and ensuring the smooth execution of strategic meetings and organizational initiatives. The ideal candidate is highly organized, detail oriented, technologically proficient, and thrives in a fast-paced, mission-driven environment where professionalism, confidentiality, and sound judgement are essential.

RESPONSIBILITIES:

The responsibilities of the Executive Assistant include the following:

Essential Functions:

• Provides proactive support to the Executive Director through management of complex calendars, executive communications, meeting preparation, travel arrangements, and prioritization of competing demands.
• Coordinates all Board-related activities including meeting schedules, in person & virtual meetings, agendas, board books, minutes, resolutions, governance records, board member onboarding, annual disclosures (e.g., conflict of interest forms) board education requirements, and electronic signature processes.
• Serve as the primary liaison between the Executive Office, multiple Boards of Directors, and key internal and external stakeholders, including regional leaders, vendors, the Department of Health, regulators, and auditors, while delivering exceptional professionalism and customer service.
• Coordinates executive leadership meetings, Board meetings, Board retreats, Leadership trainings, and organizational functions hosted by the Executive Director team including logistics, materials, catering, scheduling, and follow-up activities.
• Supports organizational initiatives and special projects through planning, coordination, tracking deliverables, facilitating communication across departments, and ensuring projects remain organized and on schedule. Provides report outs to the Executive Director and/or all-staff meeting as appropriate.
• Creates and maintains high-quality presentations, reports, spreadsheets, board materials, correspondence, and other executive documents utilizing Microsoft Office and related business applications.
• Exercises sound judgement, exceptional attention to detail, discretion, and accountability while handling sensitive executive, personnel, financial, legal, and governance information.

Non-Essential Functions:

May assume additional responsibilities as requested

MINIMUM REQUIREMENTS:

• Associates degree in Business Administration, Office Administration, Communications, Healthcare Administration, or related field; or equivalent combination of education and experience.
• Minimum three (3) years of progressively responsible administrative, executive support, project coordination, governance support, or related experience.
• Demonstrates experience managing multiple priorities and deadlines in a fast-paced environment.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, and Excel
• Proficiency with PDF management software (Adobe Acrobat, Nitro, or similar).
• Experience preparing professional reports, presentations, meeting materials, and correspondence.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to exercise discretion and maintain confidentiality.

PREFERRED:

• Bachelor’s degree
• Five (5) or more years supporting a CEO, Executive Director, Board Chair, or executive leadership team.
• Experience coordinating Board of Directors activities.
• Knowledge of nonprofit governance and parliamentary procedures.
• Experience creating executive-level PowerPoint presentations and Board materials.
• Experience using AI productivity tools such as Microsoft Copilot or ChatGPT to improve workflow efficiency.