Executive Operations Assistant to the CEO & Board

Center for Life Management•Derry, NH

1d•Hybrid

About The Position

The Executive Operations Assistant to the CEO & Board provides high-level administrative, operational, and governance support to the President and Chief Executive Officer (CEO), the Board of Directors, and the Senior Management Team. This role serves as a trusted partner to executive leadership, helping to coordinate agency priorities, facilitate effective governance processes, and support strategic initiatives across the agency. The Executive Operations Assistant operates with a high level of professionalism, discretion, and independent judgment. This position requires exceptional organizational and communication skills and the ability to manage multiple complex priorities while maintaining strict confidentiality. This is a full time, 40 hour per week position.

Requirements

Associate’s degree required; Bachelor’s degree preferred.
Five or more years of progressively responsible executive administrative experience.
Demonstrated experience supporting senior leadership and board governance activities.
Experience in healthcare, behavioral health, nonprofit, or human services organizations preferred.
Exceptional organizational and project coordination skills
Strong written and verbal communication abilities
Ability to maintain discretion and confidentiality with sensitive information
Ability to prioritize competing demands in a fast-paced environment
Strong interpersonal skills and the ability to work effectively with senior leadership, board members, and community partners
High level of initiative, professionalism, and independent judgment
Ability to anticipate needs and proactively support executive priorities
Proficiency with standard office software and communication platforms including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams and virtual meeting platforms, calendar management systems, and document preparation and presentation tools.
Demonstrated ability to utilize policy management systems and AI tools and emerging technologies to support research, reporting, and content development.
Ability to learn and adapt to new organizational systems as needed.

Nice To Haves

Bachelor’s degree preferred.
Experience in healthcare, behavioral health, nonprofit, or human services organizations preferred.

Responsibilities

Managing executive calendars and prioritizing competing demands for executive leadership time.
Monitor and manage the CEO’s email inbox by reviewing incoming communications, prioritizing urgent matters, responding to routine inquiries when appropriate, and ensuring timely follow-up on critical issues.
Coordinating executive meetings, preparing briefing materials, and ensuring leadership is prepared for internal and external engagements.
Drafting and editing executive communications, presentations, and reports, with an emphasis on developing high-quality presentation materials and leveraging technology and AI tools to support research, reporting, and content development.
Coordinating and managing renewals for agency credit cards and trade association memberships, ensuring timely processing, accuracy, and continuity of services.
Tracking leadership priorities, deadlines, and follow-up items to ensure timely completion.
Preparing and submitting the CEO’s monthly expense reports.
Managing time-off approvals and timesheet coordination for the CEO and Senior Managers.
Supporting strategic initiatives and cross-department projects directed by the CEO or Senior Management Team.
Coordinating Board of Directors meetings, retreats, and committee meetings
Coordinating Board member onboarding and orientation processes
Preparing Board meeting agendas, materials, and governance documentation
Maintaining Board calendars, communications, and documentation
Recording Board meetings and preparing detailed meeting minutes
Tracking action items and ensuring follow-up on Board directives
Supporting governance compliance and documentation processes
Supporting cross-departmental initiatives and agency priorities
Assisting with project tracking for executive initiatives and strategic planning efforts
Conducting basic research or compiling information to support leadership decision-making
Coordinating logistics for agency events, leadership meetings, and staff Town Hall meetings
Assisting with preparation of internal reports, presentations, and agency communications
Reviewing, refining, and standardizing presentations developed by Senior Management to ensure consistent branding, formatting, and high-quality executive-level materials.
Utilizing technology and AI tools to support research, data gathering, reporting, and development of materials that inform executive decision-making and agency initiatives
Coordinate and prepare for executive and organizational meetings including: Board of Directors meetings and retreats, Senior Management Team meetings, Leadership retreats and planning sessions, Agency Town Hall meetings and staff forums
Securing meeting space and coordinating technology needs
Preparing meeting agendas and materials
Tracking attendance and meeting logistics
Arranging refreshments, meals, or accommodations when appropriate
Recording meeting minutes and distributing follow-up materials
Manages CLM’s policy management system (DocTract), maintaining the integrity and organization of all agency-wide policies and procedures.
Processing internal and external correspondence on behalf of executive leadership
Monitoring and coordinating facility administrative needs as assigned
Ordering and distributing coffee supplies across CLM facilities
Providing administrative coverage during the absence of other Executive Assistants as needed
Supporting internal coordination between departments and leadership teams
Maintain strict confidentiality regarding client information, employee matters, and agency business operations.
Exercise sound judgment when managing sensitive communications or confidential materials.
Participate in agency safety protocols and trainings, including active shooter drills and emergency preparedness activities.
Provide immediate notification to the CEO and/or VP of Quality/Compliance of any critical incident affecting employees, clients, or agency operations in accordance with agency protocols.
Represent Center for Life Management in a professional and respectful manner with staff, community partners, and external stakeholders

Benefits

Comprehensive health insurance (medical, dental, vision)
Health Reimbursement Arrangement
Flexible Spending Account
Paid earned time (3 weeks in year one, caps at 6 weeks)
Paid holidays (8) with bonus birthday holiday in your birth month
403(b) Retirement Savings Plan with 3% company contribution upon 1 year of employment
Life Insurance paid by company
Short- and Long-Term Disability paid by company
Accidental Death and Dismemberment Insurance paid by company
Employee Assistance Program (EAP), accessible to staff and their natural supports
Company issued cell phone and laptop as needed for role
Scholarship for professional advancement
Mileage reimbursement for applicable positions
On the job training and continuing education opportunities
Rewarding and supportive work environment with excellent opportunities for career growth
Meaningful relationships with your co-workers and the individuals we serve
Flexible work schedule
Teamwork, teamwork and more teamwork!