Executive Assistant to the Executive Director

JAMES BARRY-ROBINSON INSTITUTE•Norfolk, VA

1d•Onsite

About The Position

The role serves as a strategic partner and operational backbone to the Executive Director of The Barry Robinson Center. This role requires a highly organized, analytically capable, and emotionally intelligent professional who can operate with discretion across a broad range of executive, administrative, and organizational functions. The Executive Assistant manages complex competing priorities, supports cross-departmental coordination, and amplifies the Executive Director’s capacity to advance the mission, culture, and strategic vision of BRC.

Requirements

Bachelor’s degree required
3–5 years of progressively responsible experience in executive support or administrative leadership, preferably in a healthcare, behavioral health, or nonprofit environment.
Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace
Exceptional organizational skills with the ability to manage multiple, shifting priorities simultaneously while maintaining accuracy and attention to detail.
Strong written and verbal communication skills, including the ability to draft executive-level correspondence, reports, and presentations.
Ability to handle sensitive and confidential information with the highest level of integrity and discretion.
Demonstrated emotional intelligence and interpersonal skills; ability to engage diplomatically with diverse stakeholder groups including clinical, residential, education, and administrative staff.

Nice To Haves

degree in Business Administration, Healthcare Administration, Nonprofit Management, Communications, or a related field preferred.
experience with data reporting tools, dashboards, or project management platforms strongly preferred.
Experience with data compilation, analysis, and synthesis preferred; comfort working with operational metrics and KPI tracking.

Responsibilities

Manage a complex, dynamic calendar for the Executive Director across multiple internal and external stakeholder groups; proactively identify and resolve scheduling conflicts without requiring escalation.
Maintain a comprehensive organizational calendar encompassing admissions, discharges, campus tours, employee work anniversaries, milestones, recognition events, leadership meetings, and other operationally significant dates relevant to the ED.
Prepare executive-quality briefing materials, meeting agendas, pre-reads, and post-meeting action trackers for all ED-led or ED-attended meetings.
Coordinate all travel logistics, conference registrations, itineraries, and expense reporting with precision and timeliness.
Serve as a primary gatekeeper and first point of contact for the ED’s office; triaging, filtering, and routing requests appropriately, and managing follow-through on behalf of the ED.
Monitor the ED’s communication channels as directed; draft responses and correspondence on the ED’s behalf with appropriate tone and professional judgment.
Compile, interpret, and synthesize operational data across director-led departments to support the ED’s informed decision-making.
Build and maintain dashboards, trackers, and reporting tools using Excel, Google Sheets, or equivalent platforms to surface performance trends across the organization.
Conduct research and distill findings into concise, executive-ready summaries, briefings, and presentations.
Monitor key performance indicators (KPIs) across the ED’s director portfolio; proactively surface trends, anomalies, risks, or areas of concern for ED review.
Support the preparation of data presentations for senior leadership, board meetings, accreditation reviews, and external stakeholder communications.
Serve as the primary communication bridge between the Executive Director and the team of department directors, conveying information with professionalism, consistency, and emotional intelligence.
Support directors in meeting ED-driven deadlines and maintaining accountability to organizational priorities and action items.
Plan, coordinate, and execute events such as leadership retreats, off-site trainings, and internal recognition events; managing all logistics from venue booking to materials preparation.
Draft, edit, and finalize high-level communications, presentations, reports, and correspondence on behalf of the ED for both internal and external audiences.
Navigate sensitive interpersonal and organizational dynamics with diplomacy, discretion, and situational awareness; maintain the trust and confidence of all stakeholders.
Support the planning and execution of strategic initiatives, cross-functional projects, and organizational change efforts led by or involving the Executive Director.
Proactively identify inefficiencies in administrative processes and implement improvements that expand the ED’s bandwidth and organizational capacity.
Maintain comprehensive filing systems, document repositories, and workflow protocols that ensure information is organized, current, and accessible.
Handle all confidential personnel, clinical, financial, and organizational information with the highest level of discretion, professionalism, and integrity.
Assist with compliance reporting, and accreditation-related administrative tasks as needed.
Provide general administrative support to the ED’s office.

Benefits

Full benefits including medical, dental and vision insurance
403(b) retirement plan with company contribution
Company paid life and long-term disability insurance
Generous paid annual leave (Vacation)
Paid sick leave
8 Paid Holidays (Juneteenth added 2022, and MLK being added in 2023)
Tuition reimbursement, details below: $3,000 per calendar year after 6 months of tenure $5,000 per calendar year after 2 years of tenure
Employee events and activities
Employee Assistance Program (EAP)
Annual performance reviews
Opportunities for advancement