Executive Assistant to Chief Operating Officer

Salary Range: 65k - 90k

Relocation Assistance: Negotiable

EXECUTIVE ASSISTANT to Chief Operating Officer

DEFINITION:

The Executive Assistant to the COO is a trusted strategic support role to the Chief Operating Officer and the broader Operations leadership team. This position combines high-level administrative excellence with proactive operational partnership, ensuring the COO can focus on organizational priorities and mission-driven impact. The ideal candidate brings exceptional EQ, sound judgment, strong technological aptitude, and the ability to navigate a fast-paced, evolving nonprofit healthcare environment.

EDUCATION AND EXPERIENCE:

· 5 years in roles supporting senior leadership, such as Executive Business Partner, Executive Assistant, or Executive Operations, with proven success in dynamic environments.

· Experience in nonprofit, healthcare, or multi-site organizations preferred.

· Requires a High School Diploma or Equivalent.

KNOWLEDGE AND SKILLS:

Strong emotional intelligence with the ability to build trusted relationships, navigate sensitive situations, and maintain a professional presence. Demonstrated success supporting senior leaders in a fast-paced, mission-driven environment with shifting priorities. Quick learner with strong digital agility and the ability to adapt to new technology platforms with ease. High attention to detail with excellent organizational skills and clear, polished written and verbal communication. Proven ability to exercise sound judgment, maintain confidentiality, and manage sensitive information discreetly. Proactive problem-solver with strong follow-through, anticipating needs and ensuring tasks move forward. Reliable, resourceful, and able to manage multiple priorities while staying focused on accuracy and deadlines. Collaborative working style with the ability to work effectively across teams and levels of the organization. An expectation of core competencies in relation to individuals with co-occurring disorders.

JOB DUTIES AND RESPONSIBILITIES:

This position is responsible and held accountable for the following duties:

Executive Support & Operations Coordination

· Serve as the primary partner to the COO, anticipating needs, managing priorities, and ensuring alignment with organizational goals.

· Oversee complex scheduling, calendar management, and meeting coordination for the COO and Operations leadership team.

· Prepare, proof, and organize documents, presentations, and reports with accuracy and confidentiality.

· Coordinate board-level and cross-functional meetings, including agenda planning, materials preparation, and follow-up actions.

· Track key operational initiatives, ensuring milestones, deadlines, and communications stay on course.

Relationship Management & Communication

· Build and maintain strong, trusting partnerships across all departments, representing the COO’s office with professionalism and discretion.

· Serve as a communication bridge, ensuring clarity, alignment, and timely information flow across teams.

· Interact with internal and external stakeholders with empathy, tact, and diplomacy.

· Demonstrate high emotional intelligence in managing sensitive issues, confidential information, and shifting priorities.

Technology & Process Support

· Quickly learn and navigate multiple technology platforms with ease, curiosity, and minimal instruction.

· Serve as a reliable resource for understanding digital tools, offering clear, user-friendly guidance and light troubleshooting support.

· Contribute to streamlined processes, templates, and operational efficiencies within the COO’s portfolio through effective use of digital systems.

Project & Initiative Support

· Assist in coordinating special projects, strategic initiatives, and organizational priorities, supporting the COO from planning to execution.

· Conduct research, compile data, and prepare summaries or recommendations as needed.

· Support organizational events, leadership retreats, and cross-functional planning efforts.

Other Administrative & Operational Duties

· Maintain organized digital and physical files, ensuring accuracy, accessibility, and compliance.

· Manage expense reports, travel coordination, and vendor communications for the COO.

· Perform other duties as assigned to advance operational excellence and executive support.

· Understands and promotes our Certified Community Behavioral Health Clinic (CCBHC) concept by providing or supporting community-based mental and substance use disorder services; advancing integration of behavioral health with physical health care; assimilating and utilizing evidence-based practices on a more consistent basis; and promoting improved access to high-quality care. Regular and predictable attendance is an essential job requirement.

· Employee must be willing and able to perform all job-related travel normally associated with this position.

· Participates in required staff meetings.

· Quality of work will be evaluated through training, skill, or special purpose. Must be competent and adequate. Must meet “satisfactory” expectations at any scheduled job performance evaluation.

Must perform the specific job duties as listed above to meet position expectations.

In addition, must possess skill in working cooperatively and effectively with clients, staff, management, and other professional groups; in exercising mature judgement in dealing with people; in presenting ideas clearly and accurately; in reading and comprehending the English language; and in communicating effectively; both orally and in writing.