Executive Administrative Assistant

Job Opportunity: Executive Administrative Assistant
Location: Litchfield, Connecticut
Schedule: 35 hours salary paying position - Mon-Fri 8:30am-4:30pm

 

The Opportunity:

      The Executive Administrative Assistant serves as a key administrative partner to the CEO and Executive Leadership Team, ensuring effective coordination, communication, and operational support across the organization. This role is essential to maintaining the efficiency and effectiveness of executive functions within a mission-driven behavioral health organization.
      The position provides high-level administrative, logistical, and project coordination support, enabling leadership to focus on strategic priorities while ensuring that organizational operations run smoothly. The Executive Administrative Assistant plays a central role in supporting governance activities, facilitating communication, and strengthening organizational alignment.

The Candidate:

      The ideal candidate is highly organized, detail-oriented, and initiative-taking, with the ability to manage multiple priorities in a fast-paced, confidential environment. They demonstrate sound judgment, effective communication skills, and a commitment to supporting a mission-driven organization focused on improving mental health and community well-being.
      The candidate understands the importance of discretion, professionalism, and responsiveness when supporting executive leadership and engaging with internal and external stakeholders.

President & CEO and Executive Leadership Support Responsibilities: 

• Provide comprehensive administrative support to the President & CEO 
• Calendar management, meeting coordination, and travel arrangements 
• Prepare, edit, and manage correspondence, reports, presentations, and briefing material 
• Screen calls, emails, and inquiries; prioritize and respond appropriately on behalf of CEO 
• Provide administrative support to the Executive Leadership Team 
• Prepare, edit, and manage letters, reports, presentations, and briefing material 
• Participate in Leadership Initiatives such as RFP responses, grant writing, and Executive documentation 
• Take, distribute, and store meeting minutes as needed 

• Organize and Manage Board of Directors and committee meetings, including scheduling, coordination, and preparation of materials 
• In collaboration with leadership, prepare agendas, board packets, and board books; take distribute and store minutes for all board and board committee meetings  
• Maintain official records and documentation in compliance with nonprofit governance and regulatory requirements 

• Support tracking of organizational priorities, strategic initiatives, and key deadlines 
• Facilitate cross-departmental communication and coordination 
• Assist in planning and execution of internal meetings, trainings, and organizational events 
• Maintain filing systems, databases, and administrative processes to promote efficiency and accuracy 

• Serve as a point of contact for staff, community partners, and external stakeholders 
• Assist with preparation of organizational communications, including reports, newsletters, and donor materials 
• Represent the organization with professionalism and alignment to its mission and values 

• Support general office operations, including supply management and vendor coordination 
• Help maintain a welcoming, organized, and professional office environment 
• Collaborate with all Administration Departments on organizational and departmental initiatives such as COA