Executive Assistant

Rate of Pay: $71,441/Annually 

Shift: Monday-Friday 9am-5:30pm

Eligible Benefits

• 11 Paid Holidays
• 5 Additional Paid Days: 3 Self-Care, 1 Birthday, 1 Personal Holiday
• Generous PTO policy and Sabbatical
• Employer Paid Medical, Life Insurance, Short Term Disability and Employee Assistance Program
• Voluntary Dental, Vision, FSA, Long Term Disability, Critical Illness, Accident Coverage, Hospital Indemnity and Pet Insurance
• 5% Retirement Match with no waiting period 
• Annual bonus program
• Annual professional development allotment
• Mileage reimbursement at federal rate for work related travel
• Inclusive workplace culture
• Bilingual wage differential 

Job Summary

This full-time Executive Assistant provides high-level administrative support to the organization’s executive team. The Executive Assistant will perform an array of administrative assistance tasks related to executive scheduling, executive workflow coordination, and board support. This role supports the mission of the organization by providing high-quality support services to the executive leadership team, assists in preparing meeting materials, supporting board navigation and communication, and helps foster a cohesive work environment by removing administrative barriers.

Essential Job Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Exercise independent judgment and decision-making in coordinating executive operations, managing complex scheduling priorities, handling sensitive and confidential information, and supporting executive leadership workflows. Set administrative priorities, anticipate operational needs, ensure timely follow-through on executive and board-related matters, and serve as a primary point of coordination and communication for executive leadership, making independent decisions on routine and escalated administrative matters within the scope of the role.
• Assist with preparing for meetings including; sending invites, updating invites, confirming meeting location, supporting with meeting technology, taking meeting notes and follow-up, preparing meeting materials such as PowerPoint presentation, files, copies, and the dissemination of other appropriate materials.
• Coordinate travel details, conference scheduling and community event planning.
• Support scheduling and schedule monitoring, including acting as the primary contact for scheduling meetings for the CEO and other executive leaders. Attends meetings as the proxy to CEO, if or when delegated, taking notes and reporting back information.
• Support credit card receipt coding and submission for CEO.
• Complete special projects for senior leaders, as assigned.
• Provide support to executive team by taking meeting notes, filing/organizing strategic planning materials, sending follow-up and meeting reminders, and supporting with day-to-day calendar workflows.
• Assess and remediate barriers to executive workflow through proactive administrative support efforts.
• Make return phone-calls on behalf of executives, as needed.
• Help to organize and draft communication for CEO, including collecting information for monthly reports, mass communication, and board meetings.
• Meet with board chair and CEO, as needed, for back-end support collaboration.
• Serve as a liaison between executive leadership and the board, as needed.
• Manage BTC Board platform, managing access for board members and documentation organization.
• Maintain board roster and ensures new board members’ onboarding documentation is completed and filed.

Experience, Knowledge, Skills and Abilities

The following are the minimum levels required to successfully perform the Essential Job Duties and Responsibilities.

• 1-3 years administrative experience, required
• Experience with nonprofit boards or volunteers, preferred
• Experience providing high-quality communication support to leaders or support positions, preferred
• Computer literacy; functional ability with Microsoft applications
• Valid driver’s license and acceptable driving record in accordance with Bridges to Change’s auto liability policy requirements
• State ORCHARDS BCU background check clearance, required
• Prior experience with administrative and clerical duties, required
• Prior experience in a behavioral health or healthcare setting, nonprofit experience preferred
• Excellent communication, trauma informed approach and conflict resolution skills; ability to coordinate with multiple stakeholders and manage competing objectives
• Demonstrated success at working effectively in a diverse, collaborative team environment, with skills in promoting inclusion and cultural responsiveness
• Experience in collaborating with community partners to identify shortcomings in the organization and in building partnerships to improve outcomes
• Ability to maintain high professional standards at all times with client, staff, and community partners
• Associates Degree, preferred

Working Conditions

Environment and Physical Requirements: This position is based in a standard office reception setting within BTC treatment sites and requires regular, on-site presence. The role involves frequent interaction with treatment participants, visitors, staff, and community partners, both in person and by phone. Work includes extensive computer use, data entry, scheduling, and other administrative tasks, as well as periods of sitting, standing, walking, and movement throughout the workday. The position may involve occasional movement between program or administrative areas and exposure to typical indoor office conditions. The employee must be able to lift, push, pull, and move files, office supplies, and equipment up to 15 pounds.

Emotional and Cognitive Demands: This role requires sustained attention to detail, strong organizational skills, and the ability to manage multiple priorities and deadlines in a fast-paced environment. The position involves continuous analytical thinking, problem-solving, and accurate processing of confidential executive and board information. The role requires confidentiality, sound judgment, and the ability to work independently as well as collaboratively with staff and external partners. Periods of high workload may occur during reporting cycles, audits, and/or fiscal deadlines.

Position Type/Expected Hours of Work: This is a full-time, salaried exempt position. Standard days and hours of work are typically Monday through Friday, and the role requires regular onsite presence during core business hours unless an alternative schedule is specified for the position. Flexibility is expected to meet program demands, and occasional evening, weekend, or holiday hours may be required based on job duties.

Other Duties and Responsibilities: This job description is a summary of the essential duties and responsibilities for this job, and it does not necessarily represent an all-inclusive list of duties, responsibilities, tasks or procedures. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments. Nothing in this description restricts Bridges’ right to assign or reassign duties at any time.

Accommodation Statement: Essential job duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform the job successfully, an incumbent or applicant must possess the experience, knowledge, skills, and abilities to perform each essential duty and responsibility proficiently. If you require an accommodation in order to perform the essential duties and responsibilities of this job, please contact the Bridges to Change Human Resources Manager.

Bridges to Change is an Equal Opportunity Employer