Executive Assistant

Casa Esperanza, Inc. is a bilingual/bicultural behavioral health treatment provider serving Boston and the Merrimack Valley. Our mission is to empower individuals and families to recover from addiction, trauma, mental illness, and other chronic medical conditions; overcome homelessness and discrimination; and achieve health and wellness through comprehensive, integrated care.

The role of the Executive Assistant is to provide support to the administrative offices and the Executive Team of Casa Esperanza, Inc. under the direction and supervision of the Chief of Staff in a fast‑paced, high‑growth environment. The EA will be responsible for all logistical coordination of calendars and communication across many parties (including internal teams and external stakeholders) and perform a wide range of complex administrative and secretarial duties.

This employee will have significant access or exposure to confidential information concerning labor relations matters or management's position on personnel matters. Duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment. The EA plays a key role in supporting the work of the Executive Team and requires an advanced capacity for adaptability, flexibility, dependability, and accountability. A high degree of professional independence, initiative, self‑discipline, organization, and trustworthiness are essential to this role.

The successful candidate will have strong interpersonal communication skills, a sense of humor, and be able to act proactively and without much supervision, anticipating needs and following through.

• Manage administrative offices; includes monitoring the front door, receiving visitors, answering and directing phone calls to appropriate parties for the Agency, Chief of Staff, and CEO, and taking and delivering detailed messages.
• Assist Chief of Staff in managing the CEO’s daily schedule, including scheduling meetings/appointments and travel needs.
• Manage electronic and paper filing, faxing, mail receipt and distribution, and scanning and copying for the Executive and Administrative Teams as needed.
• Ensure document/workflow between departments runs smoothly and efficiently.
• Assist the Chief of Staff in coordinating the schedules of the Executive Team when meeting with the CEO.
• Support internal and external meetings, including notifying attendees, reserving virtual/in‑person meeting space, handling logistics, distributing agendas, and taking minutes as needed.
• Assist in preparing meeting materials and take minutes at all Board of Directors meetings, including committee meetings as needed.
• Coordinate travel, lodging, and per diem expenses for staff.
• Prepare memos, letters, and other documents, using word processing, spreadsheets, or presentation software.
• Collaborate with the Operations Team on event planning, including annual events such as Graduation, Staff Appreciation Day, and team retreats.
• Receive and distribute mail, including inter‑office mail and deliveries.
• Organize off‑site events or retreats as directed by the Executive Team, including determining and booking the best space, planning meals, and coordinating as needed.
• Complete monthly expense reports for the Chief of Staff and CEO.
• Additional responsibilities assigned by the Chief of Staff.

• Bachelor’s degree or 3+ years’ experience in senior administrative roles.
• Expertise with Microsoft applications, including Word, Excel, PowerPoint, and virtual telephone/meeting (Zoom/Teams) applications.
• Internet proficiency required.
• Ability to work independently, as well as within a team.
• Ability to adapt to change in a growing and fast‑paced environment.
• Ability to maintain confidentiality and handle exposure to sensitive information.
• Exceptional ability to prioritize multiple tasks and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Strong organizational skills and attention to detail in composing, typing, and proofing materials, establishing priorities and meeting…