Executive Assistant to the CEO

Overview

Building Bridges Mental & Behavioral Health Services is seeking a highly organized, proactive Executive Assistant to serve as the right hand to the CEO. This role is designed for someone who can step in where needed, anticipate priorities, manage day-to-day executive responsibilities, and help ensure important tasks do not stop simply because the CEO’s schedule is full.

The ideal candidate is resourceful, professional, dependable, and comfortable working independently. This person will manage communication, scheduling, follow-up, projects, school and community relationships, meetings, administrative responsibilities, and other assignments delegated by the CEO.

This is not a traditional desk-only administrative assistant position. The Executive Assistant may work in the office, communicate with families and community partners, attend meetings, visit partner schools, coordinate projects, and represent the CEO in appropriate non-clinical matters.

Job Description

About the Position

The Executive Assistant to the CEO serves as an extension of the CEO and provides high-level administrative and operational support across Building Bridges Mental & Behavioral Health Services.

The purpose of this role is simple: increase the CEO’s capacity.

The Executive Assistant should be able to take a task, project, question, meeting, or follow-up from the CEO and move it forward with minimal hand-holding. The right person will understand priorities, communicate professionally on behalf of the organization, follow through on commitments, and identify what needs attention before it becomes a problem.

Responsibilities

• Manage and organize the CEO’s calendar, appointments, meetings, deadlines, and priorities
• Schedule meetings with employees, schools, community partners, families, vendors, and other stakeholders
• Manage incoming calls, emails, messages, and correspondence on behalf of the CEO when delegated
• Draft emails, letters, meeting materials, reports, presentations, and other business communications
• Respond to routine inquiries and determine which matters require the CEO’s direct involvement
• Track outstanding tasks, commitments, projects, and follow-ups
• Remind the CEO of deadlines and ensure necessary preparation is completed before meetings
• Attend meetings with or on behalf of the CEO when appropriate
• Take meeting notes and convert discussions into clear action items
• Follow up with staff and leadership regarding assigned responsibilities
• Visit partner schools and community locations for meetings, relationship management, document delivery, administrative support, or other approved business needs
• Assist with communication and coordination between Building Bridges and school administrators
• Help prepare for school partnerships, presentations, meetings, and program implementation
• Coordinate executive projects from beginning to completion
• Research information and prepare summaries to assist the CEO with business decisions
• Organize documents, contracts, records, reports, and executive files
• Assist with onboarding, organizational events, staff meetings, and special projects as needed
• Coordinate travel, meetings, events, and other CEO logistics when necessary
• Communicate professionally with employees, applicants, clients, families, schools, vendors, and community partners
• Help identify operational issues and bring time-sensitive concerns to the CEO’s attention
• Work collaboratively with the COAO, Clinical Director, HR, Intake, Billing, and other leadership staff
• Maintain strict confidentiality regarding employee, client, financial, clinical, and organizational information
• Perform other administrative and operational responsibilities delegated by the CEO

What We Are Looking For

The strongest candidate will be someone who does not need to be told every individual step once expectations are clear.

We are looking for someone who:

• Takes initiative
• Is exceptionally organized
• Follows through consistently
• Can manage several priorities at once
• Communicates professionally and confidently
• Is comfortable speaking with school administrators and community partners
• Can make appropriate day-to-day decisions within delegated authority
• Knows when to handle something independently and when to bring it to the CEO
• Is comfortable working in a fast-growing organization where responsibilities may evolve
• Can maintain discretion with highly confidential information
• Can represent B…