Regional Executive Assistant - Housing Region
Job Description
Who We Are
Gaudenzia is one of the largest nonprofit providers of treatment to people with substance use and co-occurring disorders in the nation. We operate in Pennsylvania, Delaware, Maryland, and Washington, D.C.
As our organization grows and evolves to meet the needs of our clients and communities, we're seeking passionate, empathic individuals to help us make an impact. With your help, we can turn the tide on substance use disorder.
Who You Are
The ideal candidate for this postion is a professional and confident individual who has impeccable communication skills and the ability to represent our senior team in a professional manner. This individual will provide full support to our Senior Executive team, and will provide high-level administrave support to our CEO and our senior executive team. This individual has the ability to work in a team environment to build effective working relationships inside and outside of the group, while keeping abreast of business objectives, policies, procedures, and related information to maintain a comprehensive awareness of the agency.
Key to success in this role is the ability to effectively utilize technology, handle multiple tasks in parallel, delivering tight deadlines with minimal guidance or supervision. Skilled at anticipating problems, dealing with ambiguity, creating contingency plans, managing multiple priorities, setting expectations, problem solving and organizing logistics. Will serve as liaison to the Board of Directors, attend meetings and record minutes. Will prepare and edit correspondence, presentations, reports, and memos.
This is a fast-paced high visibility role that requires superior levels of discretion, integrity, good judgment, and professionalism in dealing with senior executives inside and outside of the company. The successful candidate must understand business priorities, demonstrate the ability to proactively anticipate needs, drive improvements, own and complete complex tasks and projects quickly, react with appropriate urgency to situations that require a quick turnaround, and proactively solve difficult or complex problems. Exceptional organizational skills and detail orientation are a must.
* Assist in research, planning and/or development of new or restructured programs
* Review and update policy and procedures as needed in conjunction with supervisor
* Provide administrative support to supervisor
* Act a liaison between Executive staff and others
* Compose, compile and prepare data and information as required for audits, proposals and reports
* Schedule and coordinate meetings, events appropriately
* Ensure the maintenance and safekeeping of files/records in accordance with all regulation in a confidential organized manner
* Scribe, prepare and distribute meeting minutes and other applicable minutes
* Develop and implement communication and reporting systems to facilitate through communication with the Corporate, region, program and other applicable resources
* Other duties as assigned
* Calendar management for executives
* Aid executive in preparing for meetings
* Project Management
* Support Board activities and documenting meetings.
* Responding to emails and document requests on behalf of executives
* Draft slides, meeting notes and documents for executives
* Provide top-level senior executive support while maintaining high levels of discretion, professionalism and judgment in a fast-paced, high visibility environment
* Act as liaison with direct reports, other internal teams/organizations, and external partners
* Own and manage complex executive calendars and scheduling requirements
* Secure and manage travel arrangements, often including complex logistics
* Design and implement processes across programs and regions to ensure clear communication, efficiency, and operational excellence
* Manage/track administrative activities and help drive completion of key deliverables, including analyses, reports, write-ups, etc.
* Own and manage expense reporting and reconciliation, records management, materials preparation, and other duties as required
* Anticipate follow-ups and proactively manage upcoming needs
* Provide support on special projects as needed
* Build internal and external partnerships and coordinate work efforts across functions
* Maintain current organizational charts and Executive Bio's
Education: Bachelor's degree or equivalent credits towards Bachelor's degree
Experience: Two (2) years clerical and administrative experience
Additional Qualifications:
* 5+ years of experience as an Executive Assistant
* Experience with executive level calendar management
* Experience with meeting management
* Expertise in full suite of Microsoft Office Products
* Experience with providing service to an entire team of executive level leaders that ensures outstanding communication and responsiveness with a positive attitude with a willingness to be a team player
* Experience working with a Board of Directors as it relates to arranging meetings and recording minutes
* Proven ability to handle administrative details independently, while exercising good judgment in keeping team members informed
* Proven ability to work in a highly ambiguous environment
* Previous experience with program and/or project management
* Proven ability to prioritize needs and tasks and problem solve quickly
* Excellent communication skills, both written and verbal
* Strong ability to multitask and troubleshoot under tight deadlines; and possess strong attention to detail
* Ability to handle sensitive and confidential situations with diplomacy
Our Operating Principles: We, as members of the Gaudenzia Team, are committed to these principles. They guide the way we perform Gaudenzia business, every day.
- We hold client care as our top priority. - We assume good intentions. - We are present, we connect, and we communicate with transparency, dignity, and respect. - We make data-driven decisions with courage, challenge the status quo, and find innovative ways to grow Gaudenzia and each other. - We support each other publicly and privately in all circumstances. - We provide and accept constructive, honest, respectful, and timely feedback with an open mind and without personalization. - We operate with integrity, focus on outcomes, and have a bias for action. - We follow through on agreements and honor commitments prioritized with a sense of urgency -- someone's life may depend on it.
Gaudenzia's Mission: Gaudenzia's Mission is to promote long-term recovery by providing comprehensive treatment and support to people with substance use disorder, co-occuring mental health disorders, and related conditions, regardless of individual circumstances.
Gaudenzia is proud to be an employer of choice -- and a treatment provider of choice -- in the substance use and co-occurring disorders treatment field. We work hard to foster an inclusive, supportive environment where our employees and clients always feel safe and welcome.
Come work with us!
Our Agency is committed to the principles of equal employment. We believe in fostering a positive work environment in which every employee is treated with respect. Our staff hiring and recruitment practices are grounded in fairness, transparency, and merit. All employment decisions are based on job-related qualifications, relevant skills, experience, and alignment with our mission and values. We actively recruit from a broad range of educational and professional backgrounds to attract the most qualified candidates, ensuring equal opportunity for all applicants without preference or discrimination. Our process uses consistent and clear evaluation criteria to support objective decision-making. By emphasizing accountability, efficiency, and integrity throughout every stage--from job posting to onboarding--we build a workforce defined by excellence, professionalism, and commitment to our shared purpose. Gaudenzia is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.