Executive Assistant

Odyssey House•Salt Lake City, UT

8d•Onsite

About The Position

Odyssey House of Utah is seeking an Executive Assistant & Strategic Operations Project Manager to provide high-level administrative support to the Chief People Officer and Senior Management Team while leading strategic projects and serving as the agency’s primary Monday.com resource. The role is approximately 50% executive and Senior Management Team support—including executive coordination, meeting management, agency administration, confidential communications, contracts, legal requests, and organizational follow-through—and 50% project management, process improvement, and Monday.com administration. It calls for a highly organized systems thinker who can clarify operational needs, help develop project plans, design workflows and supporting technology, coordinate stakeholders, identify risks, and guide work through implementation and sustainability. The position is based in Salt Lake City, Utah, and is scheduled Monday through Friday, 9:00 AM–5:00 PM. Compensation is $75,000 annually. Odyssey House describes its work as providing comprehensive, compassionate care to people experiencing substance use disorders and behavioral health challenges through evidence-based practices, clinical expertise, and a supportive environment. Employees are expected to adhere to the Odyssey House mission, philosophy, scope of service, relevant codes of conduct and service contract requirements, and standards for safety, customer service, positive workplace conduct, and quality client care. Employees are also expected to understand their responsibilities concerning their position, time management, personnel files, client records, incident reporting, mandatory training, boundaries, and individual rights. Employment offers are contingent on successful completion of applicable pre-employment screenings. Odyssey House is an equal-opportunity employer.

Requirements

Demonstrated experience in project management, operations, executive support, business systems, or a closely related field.
Significant experience managing complex projects involving multiple departments and stakeholders.
Advanced experience with Monday.com, or expert-level experience architecting comparable work management or project management platforms, with the ability to quickly become an expert in Monday.com.
Demonstrated ability to design workflows, automations, dashboards, and scalable operational systems.
Strong technology aptitude and ability to independently learn and troubleshoot digital tools.
Exceptional organizational and project management skills.
Excellent business writing and professional communication skills.
Demonstrated ability to manage multiple high-priority projects and deadlines simultaneously.
Ability to work independently with limited direction and determine appropriate next steps.
Demonstrated experience working with senior leaders and confidential information.
Strong interpersonal skills and ability to build productive working relationships across organizational levels.
Ability to lift up to 15 lbs., drive or have adequate alternate transportation, sit for prolonged periods, and perform light to moderate physical activity at times.
Successful completion of required pre-employment screenings, which may include background checks, fingerprinting, applicable registry screenings for Adult Residential roles, and other position-related verifications.
For roles requiring driving, a Motor Vehicle Record review and valid Utah driver’s license are required.

Nice To Haves

Bachelor’s degree in business, project management, healthcare administration, public administration, information systems, or a related field.
Formal project management training or certification.
Monday.com certification or advanced platform experience.
Experience working in healthcare, behavioral health, nonprofit, government, or another highly regulated environment.
Experience with workflow design, process improvement, change management, or business systems implementation.
Experience supporting executive leadership teams or Boards of Directors.
Familiarity with healthcare privacy, compliance, contracting, or regulatory requirements.

Responsibilities

Provide high-level administrative and organizational support to the Chief People Officer and Senior Management Team.
Manage executive calendars, coordinate meetings, and prepare agendas, meeting notes, reports, presentations, and other leadership materials.
Coordinate communications and track leadership requests, decisions, assignments, and action items to ensure timely follow-through.
Handle confidential information, sensitive matters, contracts, legal requests, and related documentation with professionalism and discretion.
Anticipate leadership needs, prioritize competing requests, and help keep organizational priorities on track.
Lead cross-functional projects from planning and development through implementation, monitoring, and completion.
Develop project plans, timelines, milestones, deliverables, and accountability measures.
Coordinate with departments and stakeholders to align priorities, manage deadlines, and keep projects moving forward.
Monitor project progress, identify barriers or risks, and communicate updates and recommended solutions to leadership.
Evaluate and improve workflows, procedures, and operational processes to increase efficiency, consistency, and accountability.
Support implementation of new systems, tools, and processes and help teams navigate organizational changes.
Maintain project documentation and communicate responsibilities, deadlines, and next steps clearly.
Serve as the agency’s primary Monday.com resource for project management, workflow coordination, and operational tracking.
Design, build, and maintain Monday.com boards, dashboards, workflows, automations, and integrations.
Establish Monday.com standards, documentation, and best practices to promote consistent use and collaboration across departments.
Evaluate workflows and systems to identify opportunities to reduce manual work, eliminate duplicate processes, and improve communication.
Provide training, guidance, and ongoing support to staff using Monday.com and related project management tools.
Develop and maintain reporting tools and dashboards to improve project visibility, track progress, and support decision-making.
Coordinate organizational priorities, recurring tasks, deadlines, and administrative processes supporting day-to-day operations.
Track outstanding assignments and follow up with responsible individuals to promote accountability and timely completion.
Develop, document, and maintain standard operating procedures, administrative guidelines, internal resources, and process documentation.
Facilitate communication and coordination among executive leadership, departments, and other stakeholders.
Maintain organized records and project documentation to support consistency, accessibility, and continuity of operations.
Coordinate special projects and identify practical, solutions-oriented approaches to operational challenges.
Adhere to Odyssey House’s mission, philosophy, scope of service, applicable conduct and service requirements, and standards for safety, customer service, workplace conduct, and client care.

Benefits

Medical, dental, vision, flexible spending account, and long- and short-term disability coverage.
403(b) retirement plan with immediate participation available and a 100% employer match up to 6% after one year of service.
Paid time off accruing up to 35 days per year, with increased accrual rates after one year.
Sick leave rollover: convert half of unused accrued sick time into extra vacation days at year-end.
Paid sabbatical after five years of service.
Confidential 24/7 Employee Assistance Program for mental health, financial advice, and personal well-being.
Tuition reimbursement up to $9,000 per year for approved programs, subject to eligibility requirements.
Paid training and professional development opportunities, subject to manager approval and eligibility.
On-demand access to earned wages before payday through Paylocity, subject to terms.
Free UTA transit pass for the daily work commute.
Regular performance awards and team recognition.
Casual dress code and workplace culture.