Senior Executive Assistant

Nexus Family Healing is looking for a Senior Executive Assistant to join our fantastic team!

Position Summary: Our Home Office Senior Executive Assistant provides professional and administrative support to the Chief Executive Officer (CEO) and Board of Directors. This position serves as the primary point of contact for the CEO and serves as an intermediary between the CEO and Executives and Board members and constituents, of Nexus Family Healing. The Executive Assistant assesses, prioritizes, and responds to, requests for, and from the CEO. This position performs a variety of dynamic administrative functions, including organizing multiple Board of Director meetings, composing company communications, developing documents, and receiving and meeting with visitors, clients, and vendors on behalf of the CEO.

Schedule/Location/Pay:

• Full-time on-site opportunity!

• Monday through Friday

• Starting Salary: $85,000+

Nexus' Comprehensive Benefits Include:

• Four weeks paid time off (PTO) in the first year of employment

• Multiple options for health insurance coverage

• No-cost life insurance

• Short/long-term disability insurance

• 401k match

• NEW - Talkspace Therapy Benefit for the whole family

• NEW - Hinge Health Benefit for the whole family

• NEW - Carrot Fertility Benefit

• Continuous learning and training opportunities

• Advancement pathways and internal promotion

• And much more!

Primary responsibilities:

CEO Support & Intermediary

• Maintains a detailed understanding of CEO's calendar, activities, priorities, and initiatives; proactively anticipates the CEO's needs relating to scheduling, meetings, travel and communication with leadership and the Board.

• Proactively monitors and reviews the CEO's calendar and addresses and resolves scheduling conflicts.

• Receives and prioritizes the CEO's communications including calls, emails, and requests from the Executive Leadership Team (ELT), Board of Directors (BOD) and clients; discerns and interprets communication urgency and responds accordingly while tailoring communication style to the situation and recipient.

• Composes agendas for strategic planning and leadership meetings and develops corresponding materials and resources that support effective meeting outcomes; provides meeting participants with communication and preparatory expectations that support participant engagement and meeting effectiveness.

• Curates PowerPoint presentations, agendas, and communications at the direction of the CEO; uses experience, expertise, and context to develop tools and resources needed for the CEO to perform their strategic duties.

• Represents the CEO by interacting with constituents and vendors; uses organizational awareness to anticipate questions, summarize responses and present information in a way that supports the CEO's decision making.

• Develops company-wide announcements, communications, reports and presentations at the request of the CEO; modifies and revises policies, procedures and time sensitive materials that guide the CEO's work.

Leadership & Home Office Liaison

• Intermittently supports Home Office leadership by aligning calendars, facilitating communication and providing travel arrangements; works assertively to achieve progress with completing schedules and initiatives.

• Participates in and supports the CEO in strategic planning and leadership meetings; documents, publishes, cascades, and saves meeting minutes ensuring consistency and professionalism in documentation.

• Orchestrates multi-program and agency conference calls and meetings; coordinates scheduling and logistics including securing corresponding technologies, meeting rooms, catering services, and other services as needed.

• Serves as the voice of the CEO as needed by communicating pertinent messages to the organization; delivers sensitive, confidential, and urgent communication to Executive leaders, board members, donors, and employees.

• Builds trust, rapport, and credibility with Executive Leaders and NHO operational departments including IT, HR, Marketing and Communications and Finance, to collaboratively fulfill requests that support the CEO in decision making, communications, and achieving goals and objectives.

• Assesses incoming and outgoing communications and requests; maintains a strong sense of awareness of Home Office projects and initiatives and supports the CEO through responsiveness and prioritization.

• Collaboratively partners with Marketing and Communications (MarComm) Team as needed to edit, refine, and bring company policies, procedures, communications, and presentations, to completion.

• Represents the CEO and BOD members through poise and professionalism; upholds credibility and reputability by maintaining confidentiality and exemplifying and emulating Nexus' ICARE values in all interactions.

• Recognizes and responds to sensitive situations with discretion and judgement; leverages experience and company policy with independent interpretation to calmly and confidently resolve unique challenges.

Board Administration

• Organizes quarterly BOD meetings; collaborates with Board Chair to inform and develop meeting priorities, agenda items, budgeted time and participant resources needed for effective meeting outcomes.

• Originates and documents Board rules of engagement, meeting and agenda format, and meeting minute documentation standards; clearly and concisely documents and saves all Board meeting minutes.

• Establishes and maintains effective working relationships with the BOD members by fostering trust and rapport; serves as a liaison between the CEO and BOD members through consistent communication.

• Initiates quarterly and annual Board Meetings; develops meeting agendas, materials, and packets; maintains discretion, professionalism, and confidentiality while corresponding with Board members.

• Maintains and administers agency legal documents including by-laws, articles of incorporation, contracts, leases, and agreements; communicates with NHO attorney as appropriate and when authorized.

• Reviews and assesses multiple Board of Director by-laws; communicates necessary by-law implications to Board Chairs and Board members ensuring each individual Nexus Board is operating in compliance.

Office Management & Administrative Leadership

• Designs, amends, and cascades administrative policies, processes, and procedures essential to the Home Office's communication and operational success; continuously assesses and improves operating best practices relating to workflow, reporting, Board administration and company communication.

• Collaborates with the NHO Administrative Assistant providing direction surrounding leadership conferences, travel, logistics, meal planning, home office events, luncheons, and issuance of corporate credit cards.

• Provides ongoing leadership, coaching, feedback, and developmental opportunities to the NHO Administrative Assistant; provides specific, consistent performance feedback including formal performance evaluations.

• Collaborates with the Finance team to understand NHO administrative budgets; considers and proactively plans for NHO expenses relating to luncheons, conferences, travel, Board meetings and general event planning.

Required Education and Licensure:

• Highschool Diploma or equivalent.

• 6 years of experience providing administrative and operational support in an office setting.

• 8 years of experience supporting a CEO and Board of Directors with indirect executive team support.

• 3 years of experience working with MS Office Suite; Word, Excel, PowerPoint, and SharePoint; Advanced experience and skillset with MS Office Tools

• Valid driver's license required. Must meet state regulating agency and Home Office driving requirements

Nice To Have:

• Associate's or Bachelor's Degree
• 8 years of experience providing administrative and operational support.
• 10 years of experience supporting a CEO and Board of Directors with indirect executive team support in a non-profit environment.
• 1 year of experience providing formal leadership and direction to one or more Administrative Assistants and/or Receptionists.

At Nexus Family Healing, our voices and actions are focused on recognizing, affirming and respecting people of every race, ethnic background, socio-economic status, sexual orientation, gender expression and faith.

ICARE Values & Behavioral Competencies:

• Innovation: Leading the way and implementing creative, cutting-edge ideas and approaches.

• Compassion: Listening, honoring differences, and showing respect, kindness, empathy care, and concern.

• Agility: Exhibiting flexibility and adapting quickly.

• Responsiveness: Being quick, positive, and accurate.

• Excellence: Demonstrating quality results that surpass ordinary standards.

APPLY TODAY TO BE CONTACTED BY OUR RECRUITING TEAM! When you work at Nexus, you have the opportunity to change lives - including your own!