Executive Administrative Assistant

Hazelden Betty Ford Foundation•St. Paul, Minnesota

21d•Onsite

About The Position

The Executive Administrative Assistant (EAA) is a trusted, highly organized partner who provides advanced administrative and operational support to the Chief Legal & Administrative Officer (primary) and one other executive level leader. The EAA enables executive effectiveness by anticipating needs, managing complex calendars and logistics, preparing high-quality materials, supporting governance processes (Boards/Committees), experience to support enterprise level finance projects and reporting, and ensuring communications, meetings, and follow-through are executed with excellence. This position requires exceptional judgment, discretion, and professionalism, and a strong commitment to confidentiality and mission-aligned service in a dynamic, highly collaborative environment.

Requirements

Associate degree in business administration, healthcare administration, or related field (or equivalent combination of education and experience).
Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint/OneDrive) with ability to produce polished executive materials.
Exceptional written and verbal communication skills; strong attention to detail.
Demonstrated experience in creating visual presentations (including financial reports/charts)
Demonstrated ability to manage complex scheduling, multiple priorities, and frequent change with accuracy and calm professionalism.
Must satisfactorily pass a state/license specific background check

Nice To Haves

Bachelor’s Degree
Experience supporting Legal, Compliance, Finance, Human Resources or other highly regulated environments.
Experience supporting governance processes (Board/committee coordination, executive leadership meetings, formal minutes/decision tracking).
Project management training/certification or advanced administrative certification (e.g., CAP).
Experience coordinating multi-site or hybrid executive operations across time zones.

Responsibilities

Executive Support – Chief Legal & Administrative Officer
Board & Committee Management and Preparation
Enhances executive’s effectiveness by providing information management support; representing the executive to others
Communication, Relationship Management & Culture Stewardship: Build strong working relationships with executive assistants, administrative professionals, and leaders across the enterprise to ensure coordinated, consistent support.
Support executive communications to teams and stakeholders, including scheduling of key messages, coordination of inputs, and quality control.
Demonstrate professionalism and calm presence in sensitive situations; use good judgment to escalate issues appropriately and protect the executive’s time and attention.
Model and reinforce the enterprise’s mission, vision, and values through a service-oriented, respectful, and collaborative approach.
Confidentiality, Compliance & Administrative Risk Management: Handle highly confidential and sensitive information with discretion and sound judgment, including privileged, personnel, financial, and strategic information.
Support adherence to privacy, security, and confidentiality requirements, including HIPAA and organizational policies, when applicable to the work.
Use technology and productivity tools (including approved AI tools, when applicable) in a responsible manner that protects confidentiality and data security.