Executive Assistant in MIDDLETOWN, Rhode Island at Newport Mental Health

WHO WE ARE…

Newport Mental Health (NMH) is a progressive high-energy organization that uses state of the art person-centered recovery approach to help individuals recover from mental illness and substance use disorders. NMH extends its trauma informed evidence-based services to children, adolescents, families, and adults. Our services vary from outreach, specialized program, mental health, school-based therapy, substance use therapy, community-based therapy, and outpatient clinic.

For more information visit our website: www.newportmentalhealth.org

WHO WE ARE LOOKING FOR…

Mission- Aligned: You are excited to be a part of Newport Mental Health’s mission to improve the lives of our clients living and working in Newport County by providing the highest quality of care.

Ally: You intentionally foster belonging, personal growth, and empowerment for all. You are a strong advocate for the BIPOC, LQBTQIA+, Woman, Veteran, and other underrepresented communities.

Solution Orientated: You are driven to think of different approaches to narrow the gap which leads to positive and effective changes.

Time Management: You are a conscious planner and a thoughtful decision maker who adheres to deadlines.

WHAT WE OFFER…

• Excellent Health and Dental Insurance.
• Vacation, Sick and Personal time accrued biweekly.
• Up to 11 Holidays.
• Retirement program through Mutual of America.
• Additional supplemental insurance programs.
• Tuition reimbursement.
• Mileage reimbursement.
• Employer paid life insurance.
• Flexible spending account (FSA) and dependent care (DCA) spending accounts.

WHAT YOU WILL BE DOING (ESSENTIAL DUTIES) …

The Executive Assistant is a highly experienced and trusted executive partner who provides exceptional support to a high-performing Chief Executive Officer, Board of Directors, and senior management team. This role requires proven experience managing executive priorities, complex communications, board and leadership meetings, confidential information, and cross-functional follow-through in a fast-paced, high-expectation environment. With strong judgment, discretion, proactivity, and professionalism, the Executive Assistant helps ensure the CEO, Board, and executive team are well-prepared, well-informed, and positioned to advance strategic organizational priorities.

Main Duties and Responsibilities:

• Serve as a proactive executive partner by anticipating needs, prioritizing requests, identifying next steps, and helping leadership remain focused on strategic priorities.
• Manage complex calendars, scheduling, meeting logistics, travel coordination, and competing demands with accuracy, discretion, and sound judgment.
• Manage executive email communications by organizing inbox activity, identifying urgent matters, drafting responses as appropriate, and tracking deadlines and follow-up items.
• Coordinate executive, board, and committee meetings by preparing agendas, briefing materials, presentations, minutes, follow-up notes, and action-item tracking.
• Provide Board of Directors support, including meeting coordination, material preparation and distribution, record organization, governance-related communications, and follow-up tracking.
• Support project coordination by monitoring timelines, deliverables, milestones, decisions, and cross-functional follow-up tasks to help teams advance shared goals and complete work efficiently.
• Serve as a professional liaison among the executive office, staff, Board of Directors, community partners, vendors, and external stakeholders.
• Promote teamwork by coordinating information-sharing, collaborative communication, meeting follow-through, and cross-functional alignment across departments, programs, and workgroups.
• Draft, edit, proofread, and manage correspondence, reports, memos, presentations, and other executive-level communications.
• Maintain organized records, files, contact lists, meeting materials, and project documentation to ensure timely access to information.
• Handle confidential, sensitive, and time-critical information with integrity, professionalism, and appropriate judgment.
• Identify opportunities to improve administrative systems, communication workflows, and executive office processes.

WHAT WE EXPECT OF YOU…

Qualifications

• Proven success providing high-level executive support to a Chief Executive Officer, Executive Director, President, or comparable senior executive in a complex, fast-paced, and high-expectation environment.
• Demonstrated experience supporting senior management teams, Boards of Directors, board committees, executive leadership meetings, or comparable governance-related activities.
• Strong understanding of the pace, discretion, responsiveness, and judgment required to support a high-performing CEO, executive office, and governing board.
• Exceptional organizational and priority-management skills, with the ability to manage competing requests, complex schedules, executive communications, deadlines, confidential materials, and follow-up systems.
• Demonstrated ability to manage executive email communications efficiently by organizing information, identifying priorities, drafting or coordinating responses, tracking timelines, and ensuring timely follow-up.
• Strong project coordination skills, including the ability to organize workplans, monitor deadlines, track decisions, coordinate action items, and help advance cross-functional initiatives.
• Exceptional written and verbal communication skills, including the ability to prepare polished correspondence, meeting materials, agendas, minutes, reports, presentations, briefing documents, and executive-level communications.
• High level of professionalism, discretion, confidentiality, emotional intelligence, and sound judgment when handling sensitive information, leadership communications, and external relationships.
• Ability to build trusted working relationships with the CEO, senior leadership, staff, Board of Directors, community partners, vendors, and external stakeholders.
• Strong teamwork and cross-functional collaboration skills, including collaborative communication, diplomacy, adaptability, service orientation, accountability, and follow-through.
• Proactive problem-solving ability, with the initiative to anticipate needs, identify barriers, recommend next steps, and support timely resolution of issues.
• Strong technology proficiency, including effective use of Microsoft Outlook, Word, Excel, PowerPoint, Teams, shared document systems, virtual meeting platforms, and other tools that support executive operations.
• Ability to work independently while maintaining alignment with leadership priorities, organizational goals, confidentiality standards, and a high level of responsiveness and service excellence.

Required

• Five to seven years of progressively responsible executive assistant, senior administrative, executive operations, office management, or project coordination experience.
• Bachelor’s degree preferred in business administration, communications, nonprofit management, public administration, healthcare administration, or a related field.
• Proven experience supporting senior executives, executive offices, or leadership teams in a fast-paced, high-expectation environment.
• Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, shared document platforms, virtual meeting tools, and related executive operations technology.
• Demonstrated ability to manage complex calendars, executive email communications, confidential materials, deadlines, action items, meeting records, and multiple priorities with accuracy and follow-through.
• Demonstrated ability to draft, edit, proofread, and format professional correspondence, agendas, minutes, briefing documents, reports, presentations, and executive-level communications.
• Strong judgment, discretion, professionalism, and confidentiality when handling sensitive information, time-critical matters, and executive-level relationships.
• Ability to work independently, anticipate needs, solve problems, manage competing demands, and maintain responsiveness in a fast-paced environment.
• Flexibility to support occasional early morning, evening, Board, committee, leadership, or community-related meetings as needed.

Preferred

• Experience supporting a CEO, Executive Director, President, or other C-suite leader.
• Experience supporting a Board of Directors, board committees, governance-related activities, or executive-level meetings.
• Experience coordinating projects, tracking deliverables, monitoring timelines, organizing decisions, and supporting cross-functional teams.
• Experience serving as a professional representative of an executive office with staff, Board of Directors, community partners, vendors, and external stakeholders.

Core Competencies

• Proactivity and Initiative: Anticipates needs, identifies next steps, and follows through without waiting for direction.
• Executive Judgment and Discretion: Handles confidential information, sensitive communications, and competing priorities with sound judgment.
• Organization and Time Management: Maintains structure across calendars, meetings, email, documents, deadlines, and priorities.
• Communication Excellence: Communicates clearly, professionally, and accurately in writing, verbally, and on behalf of executive leadership.
• Email and Information Management: Organizes communications, identifies urgent matters, tracks follow-up, and helps ensure timelines are met.
• Board and Stakeholder Support: Coordinates board-related materials, meetings, records, and communications while maintaining professionalism and confidentiality.
• Project Coordination: Tracks tasks, milestones, decisions, deliverables, and follow-up items to keep work moving forward.
• Relationship Management: Builds positive working relationships with staff, Board of Directors, community partners, vendors, and external contacts.
• Teamwork and Cross-Functional Collaboration: Works effectively with colleagues across departments, supports shared priorities, builds trusted relationships, facilitates information-sharing, and helps move team-based work forward.
• Collaborative Communication and Accountability: Communicates clearly and respectfully, tracks commitments, supports timely follow-through, and helps teams stay aligned on priorities and timelines.
• Technology Proficiency: Uses office, communication, collaboration, and document-management tools to improve efficiency and accuracy.
• Adaptability and Problem Solving: Responds effectively to changing priorities, resolves issues, and maintains composure in a fast-paced environment.

APPLY NOW

Submitting your application is a great way to learn more about Newport Mental Health. If you have questions about how your experience aligns with our job openings or know someone who would be a great candidate for our job openings, please contact Human Resources:

Human Resources

Newport Mental Health

42 Valley Road

Middletown, RI 02842

Tel: 401-846-1213

Fax: 401-324-6251

Newport Mental Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.