Executive Assistant

Executive Assistant

Newport Mental Health (NMH) is a progressive high-energy organization that uses state of the art person-centered recovery approach to help individuals recover from mental illness and substance use disorders. NMH extends its trauma informed evidence-based services to children, adolescents, families, and adults. Our services vary from outreach, specialized program, mental health, school-based therapy, substance use therapy, community-based therapy, and outpatient clinic.

The Executive Assistant is a highly experienced and trusted executive partner who provides exceptional support to a high-performing Chief Executive Officer, Board of Directors, and senior management team. This role requires proven experience managing executive priorities, complex communications, board and leadership meetings, confidential information, and cross-functional follow-through in a fast-paced, high-expectation environment. With strong judgment, discretion, proactivity, and professionalism, the Executive Assistant helps ensure the CEO, Board, and executive team are well-prepared, well-informed, and positioned to advance strategic organizational priorities.

Main

Duties and Responsibilities:

• Serve as a proactive executive partner by anticipating needs, prioritizing requests, identifying next steps, and helping leadership remain focused on strategic priorities.
• Manage complex calendars, scheduling, meeting logistics, travel coordination, and competing demands with accuracy, discretion, and sound judgment.
• Manage executive email communications by organizing inbox activity, identifying urgent matters, drafting responses as appropriate, and tracking deadlines and follow-up items.
• Coordinate executive, board, and committee meetings by preparing agendas, briefing materials, presentations, minutes, follow-up notes, and action-item tracking.
• Provide Board of Directors support, including meeting coordination, material preparation and distribution, record organization, governance-related communications, and follow-up tracking.
• Support project coordination by monitoring timelines, deliverables, milestones, decisions, and cross-functional follow-up tasks to help teams advance shared goals and complete work efficiently.
• Serve as a professional liaison among the executive office, staff, Board of Directors, community partners, vendors, and external stakeholders.
• Promote teamwork by coordinating information-sharing, collaborative communication, meeting follow-through, and cross-functional alignment across departments, programs, and work groups.
• Draft, edit, proofread, and manage correspondence, reports, memos, presentations, and other executive-level communications.
• Maintain organized records, files, contact lists, meeting materials, and project documentation to ensure timely access to information.
• Handle confidential, sensitive, and time-critical information with integrity, professionalism, and appropriate judgment.
• Identify opportunities to improve administrative systems, communication workflows, and executive office processes.

Qualifications:

• Proven success providing high-level executive support to a Chief Executive Officer, Executive Director, President, or comparable senior executive in a complex, fast-paced, and high-expectation environment.
• Demonstrated experience supporting senior management teams, Boards of Directors, board committees, executive leadership meetings, or comparable governance-related activities.
• Strong understanding of the pace, discretion, responsiveness, and judgment required to support a high-performing CEO, executive office, and governing board.
• Exceptional organizational and priority-management skills, with the ability to manage competing requests, complex schedules, executive communications, deadlines, confidential materials, and follow-up systems.
• Demonstrated ability to manage executive email communications efficiently by organizing information, identifying priorities, drafting or coordinating responses, tracking timelines, and ensuring timely follow-up.
• Strong project coordination skills, including the ability to organize workplans, monitor deadlines, track decisions, coordinate action items, and help advance cross-functional initiatives.
• Exceptional written and verbal communication skills, including the ability to prepare polished correspondence, meeting materials, agendas, minutes, reports, presentations, briefing documents, and executive-level communications.
• High level of professionalism, discretion, confidentiality, emotional intelligence, and sound judgment when handling sensitive information, leadership communications, and external relationships.
• Ability to build trusted working relationships with the CEO, senior leadership, staff, Board of Directors, community partners, vendors, and external stakeholders.
• Strong teamwork and cross-functional collaboration skills, including collaborative communication, diplomacy, adaptability, service orientation, accountability, and follow-through.
• Proactive problem-solving ability,…