Executive Assistant

Description

Position Title: Executive Assistant

Position Category: Non-Exempt, Full-Time

Department: Executive Office

Reports to: Executive Director

Flexible Hybrid: On-site/Hybrid

Direct reports: N/A

Salary range: $65k-85K

Join Our Team

At the Center for Better Aging (CBA), our mission is to improve the quality of life for older adults and strengthen the communities we serve. We provide compassionate aging services, support, and resources that help individuals live healthier and safer lives.

CBA is a diverse, mission-driven team of professionals who value collaboration, innovation, and dignity for all. We foster a supportive work environment that encourages new ideas, growth, and work-life balance.

We’re a growing nonprofit—and we’re looking for people who want to grow with us. Employees at CBA are encouraged to take on new challenges, develop leadership skills, and pursue professional development opportunities that help advance their careers within the organization.

• Manage complex calendars, schedule meetings, and coordinate executive appointments, including prioritization, sequencing, and identification of potential conflicts or risks.
• Prepare agendas, take minutes, and track follow-up action items for leadership meetings, ensuring timely and consistent completion.
• Draft, edit, and prepare correspondence, presentations, reports, and policies, often within compressed timelines.
• Maintain confidential documents, personnel files, healthcare compliance information, and board-related materials.
• Coordinate travel arrangements, conference registration, and logistics for leadership.
• Support coordination of executive priorities by tracking deadlines, dependencies, and next steps to ensure commitments are met.

• Assist leadership in maintaining compliance with healthcare regulatory bodies.
• Track required healthcare documentation and receipts, reporting deadlines, audit preparation materials, and regulatory submissions.
• Support implementation of policies, procedures, and quality assurance initiatives.
• Maintain HIPAA-compliant recordkeeping.

• Serve as primary point of contact for staff regarding physical office needs, supplies, and shared space coordination, ensuring efficient day‑to‑day office operations.
• Manage day‑to‑day office operations, including ordering and maintaining office supplies, scheduling and managing conference rooms, and addressing office‑related issues as they arise.
• Serve as a professional point of contact for external partners, consultants, and stakeholders, ensuring timely, clear, and well‑coordinated communication on behalf of the organization.
• Coordinate cross‑departmental administrative needs.
• Support onboarding tasks for new staff.
• Assist with vendor management, contracts, invoicing, and office supply procurement.
• Coordinate logistics for meetings and events, including space planning, materials, technology, and on‑site coordination, ensuring a high standard of organization and attention to detail.

• Prepare operational and performance dashboards.
• Maintain spreadsheets, databases, scheduling platforms, and digital filing systems.
• Assist with grant reporting and documentation.
• Ensure the accuracy, completeness, and timeliness of all dashboards, reports, and tracking tools.

• High School Diploma or GED Equivalent required
• Associate or Bachelor’s degree preferred.

• 3–5 years administrative experience, preferably in healthcare or nonprofit settings.
• Experience supporting complex, fast‑paced work environments required.
• Project coordination or project management experience is strongly preferred.

• Exceptional organizational skills, follow‑through, and time management
• Ability to work efficiently under pressure while maintaining accuracy
• Strong attention to detail and sound professional judgment
• High level of intrinsic motivation and accountability
• Ability to manage multiple priorities and deadlines simultaneously
• Professional, respectful, and service‑oriented communication style
• Microsoft Office Suite Proficiency

• Reliability and…