Executive Assistant

Harbor is seeking an Executive Assistant to join our Toledo team! This position is responsible for providing high-level administrative in support of the Executive Officers and the Board of Directors, and ensures efficient/effective executive operations, communication, and seamless coordination of organizational priorities.

Position is full-time, 40 hours per week.

Ideal candidate will have 5 years of experience in an Executive Assistant role, and experience working with a Board of Directors.

Required

Education:

* Associates degree in business-related areas or at least five (5) years of experience in an EA role.

Experience:

* Coordinating Board communications

* Maintaining Board minutes and Board approved actions.

Licensure and

Certifications:

* Must maintain a valid Notary Public commission and remain in good standing.

* Must have a valid driver's license, acceptable driving record, and show proof of personal auto insurance policy to be deemed insurable with Harbor's vehicle insurance carrier.

Preferred Qualifications:

* 5+ years of supervision experience.

* 5+ years of working with and supporting board(s) of directors.

Essential Functions and

Primary Responsibilities:

* Manage complex, frequently shifting calendars including internal meetings, board engagements, community events, and external stakeholder appointments

* Screen and prioritize correspondence (email, phone, mail) and draft responses on behalf of executives

* Coordinate travel arrangements including itineraries, accommodations, and expense reconciliation

* Prepare executives for meetings by compiling briefing materials, agendas, background documents, and talking points

* Track action items and follow-ups from executive meetings, ensuring timely completion

* Handle confidential information with the highest degree of discretion, including personnel matters, financials, and strategic plans

* Serve as a communication liaison between the executive team and internal/external stakeholders

* Coordinate all logistics for board and committee meetings, including scheduling, venue or virtual platform setup, and catering

* Prepare and distribute board packets, agendas, minutes, resolutions, and supporting materials in compliance with governance timelines

* Record accurate minutes during board and committee meetings and manage approval processes

* Maintain board governance records including bylaws, conflict of interest disclosures, board member terms, and committee rosters

* Onboard new board members and maintain orientation materials

* Manage board member contact information, portal access, and communication lists

* Support the board chair and committee chairs with correspondence and scheduling needs

* Monitor compliance with board meeting notice requirements and quorum rules

* Develop and maintain efficient filing systems (electronic and physical) for executive and board records

* Manage office supply procurement and vendor relationships on behalf of the executive office

* Coordinate executive office budget tracking and invoice processing

* Plan and execute organizational events such as leadership retreats, all-staff meetings, and donor or community functions

* Maintain Review, prep for signature, and file contracts and agreements throughout the organization.

* Serve as a point of contact for auditors, legal counsel, and regulatory agencies when interfacing with the executive office

* Hires, trains, supervises, and evaluates assigned staff.

* Provides coaching, performance management, and disciplinary action as needed.

* Holds a regular 1:1 meeting with direct reports and routine team meetings to ensure alignment and communication.

* Preserves confidentiality in all personnel matters.

* Ensure compliance with union contract if supervising union positions.

* Assign, prioritize, and review work of supervised assistant(s) to ensure quality and responsiveness

* Conduct performance evaluations, provide ongoing coaching, and support professional development

* Serve as a resource and problem-solver for administrative challenges across the leadership team

* Help establish consistent administrative standards, templates, and workflows across the executive office

* Represent the executive office with professionalism in all interactions with staff, board members, donors, partner organizations, government entities, and the public

* Draft, proofread, and format executive communications including letters, memos, reports, and presentations

* Coordinate with the communications/marketing team on executive-facing content, press materials, and public appearances

* Manage sensitive or high-profile inquiries with sound judgment and appropriate escalation

* Understand and uphold HIPAA and other relevant confidentiality standards applicable to behavioral health settings

* Support compliance-related scheduling and documentation such as accreditation visits (e.g., CARF, Joint Commission) and regulatory reporting deadlines

* Coordinate with clinical and compliance leadership as needed to support executive deliverables tied to…