Executive Assistant to Senior Vice President & COO

Major

Functional Area

s and Description of Duties

• Provide administrative support and assistance to Senior VP of Operations, Quality & Compliance to include requested reporting, special one-time projects and ongoing initiatives, necessary internal and external communications, approvals of personal time off and timesheets, maintenance of Outlook Calendar, handling of confidential information, being a driving force behind accomplishing operational tasks; be an effective, integral part of Operations and solution-based processes.
• Assist Program Directors and Management Staff under Senior VP of Operations with administrative support and special projects as needed.
• Participate in weekly Director Meetings, take minutes and identify action items for the team.
• Offer insight and assist with areas identified by supervisor as needing attention that affect Operations and disseminate information accordingly to Senior VP of Operations, Quality & Compliance.
• Work independently and within a team on special, non-recurring and reoccurring, projects.
• Act as a Project Manager for special one-time projects at the request of the VP of Clinical Services, Quality & Compliance.
• Gather agency-wide business card information for new and existing staff and submit information to the assigned administration staff person for order placing.
• Assist with coordination of conferences, webinars and training registrations as requested, including making travel and hotel arrangements as necessary.
• Function professionally and in a manner that protects the integrity and confidentiality of staff.
• Provide additional administrative support to the Senior Leadership Team as needed.
• Represent CLM in a professional and appropriate manner in all settings.
• Perform all other duties as assigned by supervisor.

This position operates in a hybrid work environment with periods of time spent working onsite at CLM facilities and other times working remotely as permitted. Manual dexterity is required to operate computers and standard office equipment. The ability to sit for extended periods while working at a computer is required. Reliable internet and phone access are required for remote work.

At Center for Life Management, we offer a robust benefits package because caring for our staff is just as important as caring for our clients. Benefits for benefit‑eligible employees include:

• Comprehensive health insurance (medical, dental, vision)
• Health Reimbursement Arrangement
• Flexible Spending Account
• Paid earned time (3 weeks in year one, caps at 6 weeks)
• Paid holidays (8) with bonus birthday holiday in your birth month
• 403(b) Retirement Savings Plan with 3% company contribution upon 1 year of employment
• Life Insurance paid by company
• Short‑ and Long‑Term Disability paid by company
• Accidental Death and Dismemberment Insurance paid by company
• Employee Assistance Program (EAP), accessible to staff and their natural supports
• Company issued cell phone and laptop as needed for role
• Scholarship for professional advancement
• Mileage reimbursement for applicable positions
• On‑the‑job training and continuing education opportunities
• Rewarding and supportive work environment with excellent opportunities for career growth
• Meaningful relationships with your co‑workers and the individuals we serve
• Flexible work schedule
• Teamwork, teamwork and more teamwork!

• Two years of college in related field preferred.
• At least four years in an Executive Assistant level position supporting multiple senior level managers consecutively is required.
• Ability to demonstrate poise, tact, diplomacy, strong communication and interpersonal skills to interact with internal and external associates in a professional manner.
• Ability to work in a fast‑paced environment with attention to detail, strong organization skills, ability to problem solve, multi‑task, and manage competing projects across departments while adhering to deadlines of competing tasks and demands.
• Ability to maintain composure and exercise sound judgment in routine, urgent, and emergent administrative tasks.
• Proficient computer skills and knowledge of all Microsoft office applications (Word, Excel, Publisher, Power Point, Outlook, TEAMS, etc.).
• Ability and desire to work as part of a team while also able to be self‑directed and motivated with minimal supervision.
• Ability to acquire and effectively execute new skills as needed according to evolving department needs.