Executive Assistant
18 days ago
Toledo
Job Description Harbor is seeking an Executive Assistant to join our Toledo team! This position is responsible for providing high-level administrative in support of the Executive Officers and the Board of Directors, and ensures efficient/effective executive operations, communication, and seamless coordination of organizational priorities. Position is full-time, 40 hours per week. Ideal candidate will have 5 years of experience in an Executive Assistant role, and experience working with a Board of Directors. Required Education: • Associates degree in business-related areas or at least five (5) years of experience in an EA role. Experience: • Coordinating Board communications, • Maintaining Board minutes and Board approved actions. Licensure and Certifications: • Must maintain a valid Notary Public commission and remain in good standing., • Must have a valid driver’s license, acceptable driving record, and show proof of personal auto insurance policy to be deemed insurable with Harbor’s vehicle insurance carrier. Preferred Qualifications: • 5+ years of supervision experience., • 5+ years of working with and supporting board(s) of directors. Essential Functions and Primary Responsibilities: • Manage complex, frequently shifting calendars including internal meetings, board engagements, community events, and external stakeholder appointments, • Screen and prioritize correspondence (email, phone, mail) and draft responses on behalf of executives, • Coordinate travel arrangements including itineraries, accommodations, and expense reconciliation, • Prepare executives for meetings by compiling briefing materials, agendas, background documents, and talking points, • Track action items and follow-ups from executive meetings, ensuring timely completion, • Handle confidential information with the highest degree of discretion, including personnel matters, financials, and strategic plans, • Serve as a communication liaison between the executive team and internal/external stakeholders, • Coordinate all logistics for board and committee meetings, including scheduling, venue or virtual platform setup, and catering, • Prepare and distribute board packets, agendas, minutes, resolutions, and supporting materials in compliance with governance timelines, • Record accurate minutes during board and committee meetings and manage approval processes, • Maintain board governance records including bylaws, conflict of interest disclosures, board member terms, and committee rosters, • Onboard new board members and maintain orientation materials, • Manage board member contact information, portal access, and communication lists, • Support the board chair and committee chairs with correspondence and scheduling needs, • Monitor compliance with board meeting notice requirements and quorum rules, • Develop and maintain efficient filing systems (electronic and physical) for executive and board records, • Manage office supply procurement and vendor relationships on behalf of the executive office, • Coordinate executive office budget tracking and invoice processing, • Plan and execute organizational events such as leadership retreats, all-staff meetings, and donor or community functions, • Maintain Review, prep for signature, and file contracts and agreements throughout the organization., • Serve as a point of contact for auditors, legal counsel, and regulatory agencies when interfacing with the executive office, • Hires, trains, supervises, and evaluates assigned staff., • Provides coaching, performance management, and disciplinary action as needed., • Holds a regular 1:1 meeting with direct reports and routine team meetings to ensure alignment and communication., • Preserves confidentiality in all personnel matters., • Ensure compliance with union contract if supervising union positions., • Assign, prioritize, and review work of supervised assistant(s) to ensure quality and responsiveness, • Conduct performance evaluations, provide ongoing coaching, and support professional development, • Serve as a resource and problem-solver for administrative challenges across the leadership team, • Help establish consistent administrative standards, templates, and workflows across the executive office, • Represent the executive office with professionalism in all interactions with staff, board members, donors, partner organizations, government entities, and the public, • Draft, proofread, and format executive communications including letters, memos, reports, and presentations, • Coordinate with the communications/marketing team on executive-facing content, press materials, and public appearances, • Manage sensitive or high-profile inquiries with sound judgment and appropriate escalation, • Understand and uphold HIPAA and other relevant confidentiality standards applicable to behavioral health settings, • Support compliance-related scheduling and documentation such as accreditation visits (e.g., CARF, Joint Commission) and regulatory reporting deadlines, • Coordinate with clinical and compliance leadership as needed to support executive deliverables tied to licensing, grants, or contracts About Harbor: • A leading provider of mental health and substance use treatment for over 100 years, • 350+ clinical staff serve over 24,000 clients across multiple locations and in the community each year, • Services ranging from counseling, pharmacological management, primary care, psychological testing, case management, substance use treatment, residential services, vocational program, and more! Why Work for Harbor? It is fast-paced and challenging, but you will have a lot of fun in the process. You will have the opportunity to meet other motivated individuals who are also making a positive impact at our company. Harbor is committed to investing our resources in you! Some benefits of working with Harbor include: • Medical, dental, and vision coverage, • Retirement plan with company match, • Generous paid time off, sick time, and paid holidays, • Tuition and professional license reimbursement programs, • Clinical supervision hours offered, • Ability to make a difference in your community!