Executive Assistant and Board Liaison

Description

About Us:

Founded in 1970, CALM is a community-based mental health agency serving Santa Barbara County with a mission to prevent childhood trauma, heal children and families, and build resilient communities. 

Our team of CALM staff and dedicated volunteers share a vision of supporting every family in our community so that every child thrives.

CALM’s guiding principles are:

Clinical Excellence | All-in Approach | Leading the Way | Meaningful Relationships

Work for a mission driven organization committed to transparency, collaboration, and communication. Our values are at the heart of what we do.

Summary: 

CALM is looking for a driven and organized Executive Assistant and Board Liaison to join its team. Based in Santa Barbara, this integral role will support the CEO and collaborate closely with CALM’s Board of Trustees to advance initiatives that align with CALM’s mission and vision. The ideal candidate will thrive in a cross-functional environment, anticipating needs, refining processes, and driving projects forward with proactive efficiency. Taking ownership and demonstrating meticulous attention to detail, the Executive Assistant will manage a diverse range of projects and tasks for the CEO, always remaining one step ahead to ensure seamless execution and alignment with CALM's objectives. 

How you will make an impact: 

· Provide strong administrative support to CEO, including managing calendar, coordinating meeting logistics and travel arrangements. 

· Prepare correspondence, communications, and other documents. Gather and analyze information to prepare reports. 

· Participate in meetings and events. 

· Attend Executive, Senior Management, and Leadership Team meetings. Prepare and distribute agendas, records minutes, and manage action items in collaboration with team members. 

· Review and improve administrative procedures, and practices.

· Complete monthly expense and mileage reports for CEO and Executive Team members.

· In coordination with colleagues, develop CALM’s monthly internal Mission Moments Newsletter.

· Compile and maintain sensitive and confidential data as requested by CEO, including detailed records of any legal issues. File and retrieve documents and reference materials. 

· Assist the CEO and the Board of Trustees with the development and implementation of the agency’s strategic plan and associated activities. 

· Serve as primary contact for Board members. Maintain the Board portal with meeting agendas and information. Contact Board members on matters needing attention between board meetings.

· Attend all Board and Committee meetings. Manage the Board’s annual cadence, as well as each Committee’s cadence and charter documents. Coordinate meeting logistics, including planning for the annual board retreat, and record and distribute minutes. Maintain regular contact with committee and workgroup chairs and coordinates activities, as needed.

· Assist CEO, Board Chair and Governance Committee with the board nominations process. With CEO, analyze current and projected composition of CALM’s Board of Trustees, and all committees, and advise CEO and Board Chair on committee membership to ensure demographic balance and use of Board members’ skills. 

· Coordinate Board orientation programs, including maintenance of the board manual on an annual basis. Draft needed Board policies/procedures and keep accurate and up-to-date Board files. 

· Organize and maintain Board and committee rosters and mailing lists. 

· Coordinate Board social events, such as holiday parties, summer gatherings, and other special events. Coordinate recognition activities for outgoing Board members or for outstanding service. 

· Other duties or projects as assigned.  

Compensation & Benefits:

CALM offers an array of clinical opportunities, including promotion, prevention, early intervention, and treatment in an array of settings, including CALM’s clinics, early care and education centers, and pediatric offices. 

CALM partners with more than 75 partner organizations to further its mission and serves 2500 clients per year. 

Benefits:

Culture & Wellness Events 

Schedule flexibility 

100% Employer sponsored Life Insurance (1x Salary) 

100% Employer sponsored Medical/Dental/Vision Insurance for Employees 

60% Employer sponsored Medical/Dental/Vision Insurance for Dependents 

403b Retirement Plan with a 3% Match, increasing to 5% after 7 years 

AD&D, Long-Term Disability and Voluntary Benefits 

Medical and Dependent Care FSA 

Employee Assistance Plan that provides acce