HiringCafe
Posted 3w ago

EXECUTIVE ASSISTANT

@ Buckelew Programs
View All Jobs
Novato, California, United States
$88k-$98k/yrOnsiteFull Time
Responsibilities:Calendar management, Board communications, Plan logistics
Requirements Summary:5-10 years admin experience; high school diploma; strong communications; MS Office; driver license; calendar, board, and event planning skills.
Technical Tools Mentioned:Microsoft Office, Asana, Board management software
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Job Description

Join Buckelew and work with great people doing great things! Buckelew Programs is a leading provider of behavioral healthcare services in the North Bay, providing compassionate mental health, supported housing and substance use treatment.

We are hiring a new Executive Assistant to join our team. In this role, you will serve as the primary point of contact for internal and external constituents on all matters pertaining to the Chief Executive Officer (CEO). As an ambassador of Buckelew Programs, you'll serve as a liaison to the board of directors and senior management team, organizing and coordinating executive outreach and external relations, and overseeing special projects. The Executive Assistant must be creative, mission-driven, and community-oriented, consistently supporting Buckelew Programs’ objectives by maintaining confidentiality, protecting organizational assets, acting with ethics and integrity, and adhering to all applicable laws and organizational policies. Through this work, the Executive Assistant contributes directly to a positive client experience and a workplace culture rooted in Buckelew’s mission and values.

 

RESPONSIBILITIES

Executive Support

  • Complete a broad range of administrative tasks for the CEO, including managing a highly active calendar, preparing expense reports, composing correspondence (including confidential materials), arranging complex itineraries, and compiling documents for meetings.
  • Plan, coordinate, and maintain the CEO’s calendar, to ensure efficiency and prioritize appointments.
  • Communicate on behalf of the CEO with board members, donors, and other stakeholders regarding initiatives and projects.
  • Research, prioritize, and follow up on incoming issues or concerns directed to the CEO, including sensitive or confidential matters, determining appropriate action, referral, or response.
  • Serve as a bridge for smooth communication between the CEO’s office and internal departments, fostering credibility, trust, and support across the organization.
  • Keep the CEO well informed of upcoming commitments, responsibilities, and organizational developments proactively providing updates.
  • Lead special projects and organizational initiatives for the CEO, ensuring timely and effective completion of deliverables.
  • Work collaboratively with Chief Philanthropy Officer and Communication Director to draft correspondence, and other materials to facilitate the CEO’s leadership and decision-making.
  • Prioritize conflicting needs and handle matters proactively, ensuring follow-through and completion under deadline pressures.

Board Support

  • Maintain discretion and confidentiality in all interactions with board members.
  • Ensure compliance with bylaws and regulations regarding board and committee matters, including preparation and distribution of materials prior to meetings in both electronic and paper formats
  • Attend meetings as requested, taking and transcribing minutes.
  • Organize logistics for bi-monthly meetings and annual board retreat, including catering, space rentals, set-up, and clean-up
  • Maintain board-related records in electronic and paper formats, ensuring confidentiality, best practices for document storage, and coordination with board software system.
  • Provide administrative compliance support for affiliated corporations as needed.

Senior Management Support

  • Prepare and edit correspondence, communications, presentations, and other documents efficiently and accurately.
  • Record, transcribe, and distribute minutes of meetings as assigned; maintain accurate electronic and paper records.
  • Maintain current vendor and employee reimbursement files.
  • Manage contract retention, ensuring timely scanning, filing, and organization of both electronic and hard copy contracts.
  • Demonstrate initiative and flexibility in completing projects, problem-solving, and carrying out assignments independently.
  • Conduct research and analysis for assigned projects, prioritize multiple tasks, and meet deadlines without close supervision.
  • Work collaboratively with employees and management to achieve organizational goals.

Leadership Team Support

  • Support scheduling, taking and transcribing minutes, and related administrative duties for monthly leadership team meetings
  • Help facilitators with timely outreach to the group
  • Assist with annual retreat, including organizing logistics, catering, set-up and clean-up support

Development Department Support

  • Work collaboratively with Development Department to support donor outreach, scheduling, follow up and recording of activities.
  • Record CEO donor activities in EveryAction database and assist CEO in their planned strategic outreach.
  • Assist with projects such as mailings, donor events set-up, and other related administrative activities
  • Ensure accuracy of board information on the agency website and in the development database.
  • Adhere to current brand guidelines that include approved messaging, graphics and all templates.
  • Support additional development-related tasks as requested.