Executive Administrative Assistant to CEO

Job Description

Executive Administrative Assistant to the CEO

Hendricks House Group (HHG)

Salary: $50,000–$52,000 annually, commensurate with experience

About Hendricks House Group

Hendricks House Group (HHG) is a nonprofit Substance Use Disorder treatment provider offering ASAM 3.1 Halfway House Residential Treatment Programs in Millville, Vineland, and Galloway, NJ, as well as Outpatient (IOP/OP) services in Millville.

What We're Looking For

HHG is seeking a highly organized, dependable, and professional Executive Administrative Assistant to the CEO
. This position provides direct administrative support to the CEO and works closely with senior leadership across the organization. This position requires someone who does more than wait for assignments. The successful candidate will be able to recognize priorities, stay ahead of deadlines, organize information, follow up appropriately, and help ensure that important administrative matters are completed. The Executive Administrative Assistant will work closely with the CEO and senior leadership and must demonstrate professionalism, sound judgment, reliability, confidentiality, and strong interpersonal skills.

The ideal candidate is proactive, detail-oriented, comfortable handling confidential information, and able to manage multiple priorities in a fast-paced behavioral healthcare environment.

Responsibilities:

• Provide direct administrative support to the CEO.
• Manage and coordinate the CEO's calendar, appointments, meetings, and scheduling priorities.
• Prepare correspondence, reports, letters, memos, presentations, meeting materials, and other documents.
• Assist the CEO with tracking projects, deadlines, assignments, and organizational priorities.
• Coordinate communication and follow-up between the CEO and senior leadership.
• Schedule leadership meetings and assist with agendas, meeting materials, notes, and follow-up items.
• Track outstanding requests and assignments and follow up with appropriate staff as directed by the CEO.
• Organize and maintain confidential executive, administrative, and organizational records.
• Assist with preparation and organization of materials related to licensing, audits, grants, contracts, policies, and other administrative requirements.
• Assist with collecting information and documentation from departments for reports and organizational projects.
• Provide limited administrative assistance with Board meeting preparation and materials as needed.
• Draft and proofread professional correspondence and communications.
• Maintain organized electronic and physical filing systems.
• Coordinate meetings with outside agencies, vendors, consultants, and community partners as requested.
• Assist with special projects and administrative initiatives assigned by the CEO.
• Maintain strict confidentiality regarding employee, client, financial, legal, and organizational information.

Additional Administrative Support May Include

Depending on organizational needs, the Executive Administrative Assistant may also provide administrative support in areas such as:

• Assisting with basic ADP and HR administrative functions, including document collection, tracking, and maintaining records.
• Assisting with new-hire and employee paperwork and administrative follow-up.
• Obtaining quotes, preparing purchasing information, and coordinating with vendors.
• Tracking purchase requests, orders, deliveries, and supporting documentation.
• Maintaining lists of contracts, renewals, insurance documents, licenses, or other time-sensitive administrative items.
• Tracking items requiring CEO review, signature, or approval and ensuring appropriate follow-up.
• Assisting with grant documentation, receipts, purchasing records, and required supporting materials.
• Helping organize information requested for audits, licensing reviews, or other regulatory matters.
• Providing administrative assistance to senior leadership on CEO-directed projects.
• Other administrative duties and special projects as assigned by the CEO.

Qualifications

• 3 years of administrative or executive support experience preferred.
• Experience supporting senior leadership or executives strongly preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple assignments and changing priorities while meeting deadlines.
• Ability to work independently, anticipate needs, and appropriately follow up on outstanding matters.
• Strong attention to detail and accuracy.
• Professional judgment and discretion when handling…