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