Executive Assistant to the CPO for Residential and Clinical Services

The Executive Assistant to the Chief Program Officer (CPO), Developmental Disabilities Services, provides high-level executive administrative, scheduling, communication, coordination, and office management support to the Chief Program Officer. This position serves as a trusted administrative partner, ensuring the efficient operation of the Office of the Chief Program Officer while supporting divisional priorities and maintaining exceptional customer service, organization, and professionalism.

Reporting directly to the Chief Program Officer, the Executive Assistant serves as a primary point of contact for the executive office and works collaboratively with senior leadership, administrative departments, program leadership, external partners, and stakeholders. The incumbent exercises sound judgment, maintains strict confidentiality, anticipates executive needs, and ensures the CPO is well prepared and supported in daily operations.

Primary Responsibilities And Essential Functions Of Position Executive Administrative Support

• Manage the CPO’s complex calendar by scheduling meetings, resolving conflicts, coordinating logistics, and ensuring adequate preparation time.
• Coordinate internal and external meetings, including agendas, meeting materials, presentations, briefing documents, and follow-up communications.
• Prepare professional correspondence, reports, presentations, memoranda, and other executive documents.
• Screen, prioritize, and coordinate communications on behalf of the CPO, exercising discretion and sound judgment.
• Anticipate the administrative needs of the CPO by proactively preparing materials, coordinating logistics, and ensuring readiness for meetings, site visits, and executive engagements.
• Track administrative action items, deadlines, and follow-up activities resulting from executive meetings and ensure timely completion.
• Coordinate travel arrangements, visitor logistics, and executive events as needed.
• Maintain organized electronic and physical executive files and records.
• Exercise the highest level of confidentiality when handling sensitive personnel, operational, financial, compliance, and executive information.
• Exercise discretion, sound judgment, and confidentiality in handling sensitive information.
• Support timely communication and follow-up with DD leadership, agency leadership, programs, families, partners, and external stakeholders.

Executive Office Coordination

• Serve as the primary administrative point of contact for the Office of the Chief Program Officer.
• Coordinate recurring leadership meetings, executive meetings, site visits, and divisional events.
• Support communication between the CPO, Vice Presidents, Directors, program leadership, administrative departments, and external stakeholders.
• Coordinate meeting logistics, room reservations, technology needs, catering, visitor accommodations, and related administrative support.
• Organize and track information requested from program leadership and administrative departments to ensure timely completion.
• Maintain executive office calendars, contact lists, shared resources, and administrative tracking tools.
• Support onboarding activities for new executive leadership and administrative staff as assigned.

Department Operations & Administrative Support

• Support the day-to-day administrative operations of the Developmental Disabilities executive office.
• Coordinate departmental office supplies, equipment, records management, and administrative resources.
• Maintain departmental files, directories, organizational charts, SharePoint resources, and document repositories.
• Coordinate mail, overnight deliveries, courier services, and other office support functions.
• Oversee maintenance and servicing of office equipment.
• Coordinate refreshments and logistics for meetings, conferences, and special events.
• Assist executive and senior administrative staff with administrative support as assigned.

Financial & Administrative Coordination

• Reconcile corporate credit card transactions and prepare required supporting documentation for Fiscal.
• Maintain departmental purchasing records, including Amazon Business and EZ Pass accounts.
• Manage departmental petty cash in accordance with agency policy.
• Prepare and distribute departmental overtime reports.
• Coordinate vehicle-related administrative functions, including traffic violations and required documentation.
• Prepare rent payment le…