Executive Assistant

Harbor•Toledo, OH

3d•Onsite

About The Position

Harbor is seeking an Executive Assistant to join our Toledo team! This position is responsible for providing high-level administrative in support of the Executive Officers and the Board of Directors, and ensures efficient/effective executive operations, communication, and seamless coordination of organizational priorities. Position is full-time, 40 hours per week.

Requirements

Associates degree in business-related areas or at least five (5) years of experience in an EA role.
Coordinating Board communications
Maintaining Board minutes and Board approved actions.
Must maintain a valid Notary Public commission and remain in good standing.
Must have a valid driver’s license, acceptable driving record, and show proof of personal auto insurance policy to be deemed insurable with Harbor’s vehicle insurance carrier.

Nice To Haves

5+ years of supervision experience.
5+ years of working with and supporting board(s) of directors.

Responsibilities

Manage complex, frequently shifting calendars including internal meetings, board engagements, community events, and external stakeholder appointments
Screen and prioritize correspondence (email, phone, mail) and draft responses on behalf of executives
Coordinate travel arrangements including itineraries, accommodations, and expense reconciliation
Prepare executives for meetings by compiling briefing materials, agendas, background documents, and talking points
Track action items and follow-ups from executive meetings, ensuring timely completion
Handle confidential information with the highest degree of discretion, including personnel matters, financials, and strategic plans
Serve as a communication liaison between the executive team and internal/external stakeholders
Coordinate all logistics for board and committee meetings, including scheduling, venue or virtual platform setup, and catering
Prepare and distribute board packets, agendas, minutes, resolutions, and supporting materials in compliance with governance timelines
Record accurate minutes during board and committee meetings and manage approval processes
Maintain board governance records including bylaws, conflict of interest disclosures, board member terms, and committee rosters
Onboard new board members and maintain orientation materials
Manage board member contact information, portal access, and communication lists
Support the board chair and committee chairs with correspondence and scheduling needs
Monitor compliance with board meeting notice requirements and quorum rules
Develop and maintain efficient filing systems (electronic and physical) for executive and board records
Manage office supply procurement and vendor relationships on behalf of the executive office
Coordinate executive office budget tracking and invoice processing
Plan and execute organizational events such as leadership retreats, all-staff meetings, and donor or community functions
Maintain Review, prep for signature, and file contracts and agreements throughout the organization.
Serve as a point of contact for auditors, legal counsel, and regulatory agencies when interfacing with the executive office
Hires, trains, supervises, and evaluates assigned staff.
Provides coaching, performance management, and disciplinary action as needed.
Holds a regular 1:1 meeting with direct reports and routine team meetings to ensure alignment and communication.
Preserves confidentiality in all personnel matters.
Ensure compliance with union contract if supervising union positions.
Assign, prioritize, and review work of supervised assistant(s) to ensure quality and responsiveness
Conduct performance evaluations, provide ongoing coaching, and support professional development
Serve as a resource and problem-solver for administrative challenges across the leadership team
Help establish consistent administrative standards, templates, and workflows across the executive office
Represent the executive office with professionalism in all interactions with staff, board members, donors, partner organizations, government entities, and the public
Draft, proofread, and format executive communications including letters, memos, reports, and presentations
Coordinate with the communications/marketing team on executive-facing content, press materials, and public appearances
Manage sensitive or high-profile inquiries with sound judgment and appropriate escalation
Understand and uphold HIPAA and other relevant confidentiality standards applicable to behavioral health settings
Support compliance-related scheduling and documentation such as accreditation visits (e.g., CARF, Joint Commission) and regulatory reporting deadlines
Coordinate with clinical and compliance leadership as needed to support executive deliverables tied to licensing, grants, or contracts