Executive Assistant to Executive Director

Helix is an innovative, fast-paced human service agency in Minnesota working to eliminate barriers in accessing mental health, chemical health, and housing services for people throughout Minnesota that are under-served. Helix provides five (5) areas of service across the state of Minnesota: Community-Based Mental Health Services, Low Intensity Outpatient Treatment Services and SBIRT, Mental Health Targeted Case Management (MH-TCM), Community Health Worker (CHW) Services, and Housing Support. Helix provides culturally responsive care that is individualized to meet the needs of people served.

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support to Helix Health and Housing Services’ leadership team—primarily the Clinical Operating Officer—and ensures smooth coordination of organizational priorities. This role supports day-to-day operations, communications, scheduling, and confidential project management across departments. The Executive Assistant plays a key role in maintaining Helix’s employee-centered and client-focused mission through effective organization, discretion, and attention to detail.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Administrative Support:

· Manage the Executive Directors’ calendar, including scheduling meetings, appointments, and travel arrangements.

· Prepare meeting agendas, take detailed minutes, and track action items to ensure follow-up and accountability.

· Draft, proofread, and distribute internal and external communications, including reports, memos, and correspondence.

· Organize and maintain electronic and paper filing systems; ensure documents are easily accessible and properly stored.

• PROJECT & OPERATIONS SUPPORT:

· Assist with planning and coordination of organizational initiatives, staff meetings, and special events.

· Support the preparation of presentations, data summaries, and reports for leadership and board meetings.

· Collaborate with HR and Finance on administrative tasks related to contracts, compliance tracking, and onboarding.

· Support internal communications, including company-wide announcements, event coordination, and engagement projects.

• CONFIDENTIAL & STRATEGIC SUPPORT:

· Maintain strict confidentiality regarding personnel, operational, and financial information.

· Serve as a trusted liaison between leadership, staff, and external partners.

· Anticipate leadership needs by proactively identifying priorities and managing competing deadlines.

KNOWLEDGE:

• Skills:

· Strong understanding of administrative procedures and executive support best practices.

· Knowledge of confidentiality requirements in healthcare and behavioral health environments (HIPAA familiarity preferred).

· Skilled in Microsoft Office Suite, Calendar, Teams, and document management systems such as SharePoint and Emplicity HRIS.

· Ability to prioritize and manage multiple tasks, projects, and deadlines in a fast-paced environment.

· Excellent written and verbal communication, editing, and proofing skills.

· Strong interpersonal skills with the ability to build effective working relationships across departments.

· Demonstrated discretion, professionalism, and judgment in handling sensitive matters.

· Ability to work both independently and collaboratively with cross-functional teams.

· Familiarity with HR, payroll, and compliance processes is preferred.

core competencies:

· Organizational Excellence: Maintains structure and accountability across complex workflows.

· Confidentiality: Exercises sound judgment in managing sensitive information.

· Communication: Demonstrates clear, professional, and proactive communication.

· Adaptability: Thrives in an evolving organization and responds calmly to shifting priorities.

· Mission Alignment: Reflects Helix’s commitment to employee-centered and client-centered care.

REQUIRED EDUCATION AND EXPERIENCE:

• Education:

· Associate’s degree required; bachelor’s degree in business administration, Communications, or related field preferred.

• Experience:

· Minimum of 3–5 years of executive-level administrative experience, preferably in behavioral health, or nonprofit sectors.

QUALIFICATIONS:

• Valid driver's license and insurance for travel between sites and other business-related destinations
• Must be able to pass a comprehensive criminal background check

PHYSICAL REQUIREMENTS:

The position requires the ability to perform various physical tasks essential to job duties. These include, but are not limited to:

• Lifting: Ability to lift and carry objects weighing up to 25-50 pounds on a regular basis.
• Bending & Stooping: Frequent bending, kneeling, and stooping may be required to access materials, equipment, or perform job-related tasks.
• Sitting: Prolonged periods of sitting may be necessary, depending on the nature of work.
• Walking & Standing: Ability to stand and walk for extended periods, including navigating various work environments.
• Reaching & Stretching: Occasional reaching overhead or in awkward positions to retrieve or handle materials.
• General Mobility: Adequate physical ability to move freely within the workspace and perform assigned duties safely and efficiently.

Job Type: Full-time

Pay: $52,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Work Location: In person

Salary : $52,000 - $75,000