Executive Assistant

Newport Mental Health•Middletown, RI

11d

About The Position

The Executive Assistant will provide high-level executive, administrative, and operational support to the President and CEO of Newport Mental Health and serve as a primary liaison to the Board of Directors. This role will manage the daily operations of the Executive Office with a focus on strategic prioritization, relationship management, and proactive problem solving and teamwork. This position requires an experienced, self-directed professional capable of anticipating needs, maintaining strict confidentiality, and representing the CEO and agency with professionalism and poise. The role will act as a key point of contact across the organization and with external partners, elected officials, funders, and community leaders.

Requirements

Bachelors degree or equivalent years of executive assistant training and/or education.
At least 3 years in an executive assistant position with past experience in supporting senior level positions.
Proven success supporting C-level leadership in a fast-paced, mission-driven organization.
Demonstrated ability to anticipate executive needs, think proactively, and independently identify solutions.
Exceptional organizational skills and attention to detail; able to manage multiple high-priority tasks simultaneously.
Professional written and verbal communication skills, including high-level proofreading and editing.
Strong interpersonal skills and the ability to build effective relationships across departments and with external stakeholders.
High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms, and calendar/email management tools.
High level of discretion, sound judgment, and emotional intelligence.
Deep belief in and commitment to the mission and values of Newport Mental Health.

Nice To Haves

Experience working in healthcare, behavioral health, nonprofit, or related mission-driven environments preferred.
Familiarity with behavioral health, nonprofit, or healthcare environments is a plus.

Responsibilities

Serves as the confidential assistant to the President/CEO, managing a constantly shifting, high-volume executive calendar.
Coordinates complex scheduling across internal departments and external stakeholders, with delegated access to senior leaders' calendars for maximum efficiency.
Manages the CEO’s email inbox and correspondence; drafts and responds to communications on their behalf, ensuring timely, professional interactions with staff, funders, elected officials, and community partners.
Supports executive writing and editing needs, including reviewing letters, policies, and reports for grammar, clarity, and strategic alignment.
Provides full administrative support for Executive Management Team (EMT) meetings, including agenda development, packet preparation, accurate minute-taking, and tracking follow-up action items to ensure accountability and completion.
Collaborates closely with the Executive Management Team to coordinate high-level projects and strategic initiatives.
Maintains strong working relationships with external CEOs, executive assistants, stakeholders, and public officials; routinely schedules meetings and coordinates communication on behalf of the CEO.
Plans and executes Board of Directors meetings: develops agendas, creates and distributes board packets, takes minutes, arranges catering and logistics, and ensures materials are accurate and timely.
Maintains and updates the Board Manual and supports onboarding of new Board members.
Participates in and takes minutes for the agency’s Safety Committee; supports initiatives related to compliance and operational improvement.
Supports preparation for the agency’s Annual Board Meeting and major fundraising and community engagement events.
Prepares and submits the CEO’s monthly expense reports.
Conducts special projects and assignments as directed by the CEO.