Executive Assistant

Newport Mental Health•Middletown, RI

27d•$75,000 - $85,000•Onsite

About The Position

The Executive Assistant is a highly experienced and trusted executive partner who provides exceptional support to a high-performing Chief Executive Officer, Board of Directors, and senior management team. This role requires proven experience managing executive priorities, complex communications, board and leadership meetings, confidential information, and cross-functional follow-through in a fast-paced, high-expectation environment. With strong judgment, discretion, proactivity, and professionalism, the Executive Assistant helps ensure the CEO, Board, and executive team are well-prepared, well-informed, and positioned to advance strategic organizational priorities.

Requirements

Five to seven years of progressively responsible executive assistant, senior administrative, executive operations, office management, or project coordination experience.
Proven success providing high-level executive support to a Chief Executive Officer, Executive Director, President, or comparable senior executive in a complex, fast-paced, and high-expectation environment.
Demonstrated experience supporting senior management teams, Boards of Directors, board committees, executive leadership meetings, or comparable governance-related activities.
Strong understanding of the pace, discretion, responsiveness, and judgment required to support a high-performing CEO, executive office, and governing board.
Exceptional organizational and priority-management skills, with the ability to manage competing requests, complex schedules, executive communications, deadlines, confidential materials, and follow-up systems.
Demonstrated ability to manage executive email communications efficiently by organizing information, identifying priorities, drafting or coordinating responses, tracking timelines, and ensuring timely follow-up.
Strong project coordination skills, including the ability to organize workplans, monitor deadlines, track decisions, coordinate action items, and help advance cross-functional initiatives.
Exceptional written and verbal communication skills, including the ability to prepare polished correspondence, meeting materials, agendas, minutes, reports, presentations, briefing documents, and executive-level communications.
High level of professionalism, discretion, confidentiality, emotional intelligence, and sound judgment when handling sensitive information, leadership communications, and external relationships.
Ability to build trusted working relationships with the CEO, senior leadership, staff, Board of Directors, community partners, vendors, and external stakeholders.
Strong teamwork and cross-functional collaboration skills, including collaborative communication, diplomacy, adaptability, service orientation, accountability, and follow-through.
Proactive problem-solving ability, with the initiative to anticipate needs, identify barriers, recommend next steps, and support timely resolution of issues.
Strong technology proficiency, including effective use of Microsoft Outlook, Word, Excel, PowerPoint, Teams, shared document systems, virtual meeting platforms, and other tools that support executive operations.
Ability to work independently while maintaining alignment with leadership priorities, organizational goals, confidentiality standards, and a high level of responsiveness and service excellence.
Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, shared document platforms, virtual meeting tools, and related executive operations technology.
Demonstrated ability to manage complex calendars, executive email communications, confidential materials, deadlines, action items, meeting records, and multiple priorities with accuracy and follow-through.
Demonstrated ability to draft, edit, proofread, and format professional correspondence, agendas, minutes, briefing documents, reports, presentations, and executive-level communications.
Strong judgment, discretion, professionalism, and confidentiality when handling sensitive information, time-critical matters, and executive-level relationships.
Ability to work independently, anticipate needs, solve problems, manage competing demands, and maintain responsiveness in a fast-paced environment.
Flexibility to support occasional early morning, evening, Board, committee, leadership, or community-related meetings as needed.

Nice To Haves

Bachelor’s degree preferred in business administration, communications, nonprofit management, public administration, healthcare administration, or a related field.
Experience supporting a CEO, Executive Director, President, or other C-suite leader.
Experience supporting a Board of Directors, board committees, governance-related activities, or executive-level meetings.
Experience coordinating projects, tracking deliverables, monitoring timelines, organizing decisions, and supporting cross-functional teams.
Experience serving as a professional representative of an executive office with staff, Board of Directors, community partners, vendors, and external stakeholders.

Responsibilities

Serve as a proactive executive partner by anticipating needs, prioritizing requests, identifying next steps, and helping leadership remain focused on strategic priorities.
Manage complex calendars, scheduling, meeting logistics, travel coordination, and competing demands with accuracy, discretion, and sound judgment.
Manage executive email communications by organizing inbox activity, identifying urgent matters, drafting responses as appropriate, and tracking deadlines and follow-up items.
Coordinate executive, board, and committee meetings by preparing agendas, briefing materials, presentations, minutes, follow-up notes, and action-item tracking.
Provide Board of Directors support, including meeting coordination, material preparation and distribution, record organization, governance-related communications, and follow-up tracking.
Support project coordination by monitoring timelines, deliverables, milestones, decisions, and cross-functional follow-up tasks to help teams advance shared goals and complete work efficiently.
Serve as a professional liaison among the executive office, staff, Board of Directors, community partners, vendors, and external stakeholders.
Promote teamwork by coordinating information-sharing, collaborative communication, meeting follow-through, and cross-functional alignment across departments, programs, and workgroups.
Draft, edit, proofread, and manage correspondence, reports, memos, presentations, and other executive-level communications.
Maintain organized records, files, contact lists, meeting materials, and project documentation to ensure timely access to information.
Handle confidential, sensitive, and time-critical information with integrity, professionalism, and appropriate judgment.
Identify opportunities to improve administrative systems, communication workflows, and executive office processes.