Executive Assistant / Executive Ops Coordinat in San Ramon, California at Hope Program, A Licensed Clinical Social Worker Professional Corporation

The Executive Assistant to the CEO / Executive Operations Coordinator provides high-level administrative, organizational, and operational support to the CEO and Executive Team. This position helps keep executive priorities, meetings, projects, communications, and follow-up activities organized and moving forward.

The role works closely with the CEO, Chief Clinical Officer (CCO), Vice President, Head of People, and Executive Clinical Team. The Executive Assistant serves as a central point of coordination across these leaders and helps ensure that information, decisions, assignments, and deadlines are communicated and followed through appropriately.

This is not a traditional administrative support position. The successful candidate must be comfortable working directly with senior leadership, managing competing priorities, coordinating cross-functional work, identifying issues before they become problems, and operating independently with limited day-to-day direction.

The position requires a high level of discretion because it involves access to confidential executive, employee, financial, clinical, legal, operational, and organizational information.

• Manage the CEO's calendar, including scheduling, prioritizing meetings, resolving conflicts, and adjusting schedules as organizational priorities change.

• Keep the CEO informed of upcoming commitments, deadlines, meetings, decisions, and follow-up items.

• Prepare the CEO for meetings by gathering information, preparing briefing materials, coordinating presentations, and identifying outstanding items that require attention.

• Serve as a primary point of contact for matters involving the CEO and determine whether requests should be handled directly, referred to another leader, or elevated to the CEO.

• Prepare correspondence, reports, presentations, agendas, spreadsheets, talking points, and other executive-level materials.

• Coordinate business travel, itineraries, lodging, transportation, and related documentation.

• Prepare or coordinate expense and mileage reports.

• Maintain executive contact lists, records, files, and other information.

• Handle confidential and sensitive information with appropriate discretion.

• Work closely with the CEO, CCO, VP, Head of People, Executive Clinical Team, and Leadership Team(s) to coordinate organizational priorities and executive-level initiatives.

• Support the CEO in tracking major organizational priorities, projects, deadlines, and commitments.

• Maintain project timelines, action-item lists, and follow-up trackers for initiatives assigned by executive leadership.

• Coordinate information and deliverables across Clinical, Operations, Finance, People/HR, Compliance, Training, and other departments as needed.

• Follow up with leaders and staff regarding assignments and deadlines established by the CEO or Executive Team.

• Identify delays, gaps, conflicting priorities, or other issues that could affect completion of an assignment and bring them to the appropriate leader's attention.

• Help move projects from planning through completion by coordinating people, information, deadlines, meetings, and deliverables.

• Prepare status updates, summaries, and reports for the CEO and Executive Team.

• Help ensure decisions made by executive leadership are communicated to the appropriate individuals and followed through.

• Maintain appropriate confidentiality when coordinating sensitive executive or organizational matters.

• Coordinate Executive Team meetings, leadership meetings, retreats, quarterly planning sessions, and other executive activities.

• Work directly with the CEO, CCO, VP, Head of People, Executive Clinical Team, and Leadership Team(s) to coordinate schedules and meeting requirements.

• Prepare meeting agendas and collect materials from executive leaders and department heads.

• Compile and distribute meeting materials in advance of meetings.

• Attend meetings as requested and prepare accurate meeting notes, decisions, and action items.

• Maintain follow-up tracking after Executive Team meetings.

• Communicate outstanding action items and deadlines to the appropriate individuals.

• Assist executive leadership with preparing presentations, organizational updates, planning documents, and leadership communications.

• Assist the CEO and Executive Team with quarterly and annual organizational planning.

• Coordinate the collection of information, reports, metrics, and updates needed for leadership planning.

• Maintain planning calendars and track key organizational deadlines.

• Assist with preparation for leadership planning meetings and organizational initiatives.

• Help coordinate follow-through on priorities established during executive planning sessions.

• Organize information from multiple departments into clear summaries and materials for executive review.

• Assist with implementation and coordination of organizational initiatives as assigned by executive leadership.

• Serve as a professional liaison between the CEO and employees, executives, leaders, vendors, community partners, and other external stakeholders.

• Respond to and appropriately route communications directed to the CEO.

• Use sound judgment when determining the urgency and appropriate handling of requests.

• Maintain professional working relationships with individuals at all levels of the organization.

• Represent the CEO's office professionally and consistently with organizational expectations.

• Keep the CEO informed of relevant issues, concerns, deadlines, and developments.

• Follow up appropriately when information or action is needed from another leader or department.

• Maintain appropriate professional boundaries and confidentiality.

• Coordinate designated administrative and office operations.

• Monitor office supplies, equipment, services, and other administrative needs.

• Coordinate purchasing and vendor services in accordance with organizational procedures and budget requirements.

• Assist with improving administrative processes and office workflows.

• Coordinate office-related projects and service needs.

• Answer and route the main telephone line and respond to general inquiries.

• Process and distribute incoming mail and correspondence.

• Assist with organizational events, meetings, retreats, and hospitality activities.

• Assist the CEO and Leadership Team(s) with special projects and organizational initiatives.

• Research information, prepare reports, organize data, and develop summaries or presentations.

• Coordinate special assignments involving multiple departments or leaders.

• Track deadlines, deliverables, and follow-up requirements.

• Identify administrative or coordination issues and recommend practical solutions.

• Take ownership of assigned projects and provide regular updates through completion.

• Perform other duties as assigned that are reasonably related to the position.

Applicants must meet one of the following experience requirements:

Option 1 – C-Level Executive Support

• At least three (3) years of professional experience directly supporting one or more C-level executives, such as a CEO, President, Chief Operating Officer, Chief Financial Officer, Chief Human Resources Officer, Chief Clinical Officer, or comparable executive.

OR

Option 2 – Multi-Executive Support

• At least five (5) years of professional administrative or executive support experience supporting two or more executives, either concurrently or within the same organization.

Applicants must also have:

• At least three (3) years of experience using standard business technology, including email and calendar systems, word-processing software, spreadsheets, presentation software, and virtual meeting platforms.

• Experience independently managing executive calendars and coordinating meetings involving multiple participants.

• Experience preparing professional correspondence, reports, presentations, agendas, spreadsheets, or similar business documents.

• Experience coordinating executive meetings, leadership meetings, projects, events, or organizational initiatives.

• Experience tracking assignments, deadlines, action items, or project deliverables.

• Experience handling confidential or sensitive information.

• Strong written and verbal communication skills.

• Strong organizational skills and the ability to manage multiple priorities and deadlines.

• Ability to work independently and complete assignments with limited day-to-day direction.

• Ability to communicate professionally with executives, department leaders, employees, vendors, and external stakeholders.

• Ability to exercise sound judgment regarding priorities, confidentiality, escalation, and follow-through.

The following qualifications are preferred but are not required:

• Experience serving as an Executive Assistant, Executive Operations Coordinator, Chief of Staff Assistant, or similar position supporting senior leadership.

• Experience supporting a CEO or multiple members of an executive leadership team.

• Experience coordinating cross-functional projects involving Clinical, Operations, Finance, People/HR, Compliance, or Training functions.

• Experience in healthcare, behavioral health, mental health, forensic services, social services, nonprofit, government, or another regulated environment.

• Experience coordinating quarterly planning, annual planning, leadership retreats, or organizational initiatives.

• Experience preparing executive-level reports, presentations, dashboards, or organizational updates.

• Experience coordinating vendors, office operations, purchasing, or administrative services.

• Experience working with confidential personnel, financial, legal, clinical, compliance, or organizational information.

For purposes of this position, the Executive Assistant will work primarily with the CEO and the organization's leadership structure, including:

• Chief Executive Officer (CEO)

• Chief Clinical Officer (CCO)

• Vice President (VP)

• Head of People

• Executive Clinical Team

• Clinical and Soteria Leadership Team

The position does not have direct authority over these leaders or their departments. The Executive Assistant is responsible for coordination, communication, tracking, and follow-through within the scope of assignments provided by executive leadership.

This is a full-time position that is primarily performed in an office setting. The position regularly interacts with the CEO, Executive Team, department leaders, employees, board members, vendors, community partners, and other internal and external stakeholders.

The work environment can be fast-paced and may involve competing priorities, interruptions, confidential information, and time-sensitive requests. The position requires regular use of computers, telephones, electronic calendars, video conferencing, and other business technology.

The position may require travel between locations and other business-related locations. Occasional early morning, evening, or flexible work hours may be required to support executive meetings, board meetings, organizational events, or other business needs. Advance notice will be provided when reasonably practicable.

Because the agency provides forensic mental health services, the position may occasionally encounter sensitive or challenging subject matter and may interact with individuals from a variety of backgrounds and circumstances.

The physical requirements below describe functions that may be necessary to perform the essential duties of the position, with or without reasonable accommodation:

• Ability to perform computer and desk-based work for extended periods.

• Ability to use standard office equipment, including computers, telephones, printers, and other business technology.

• Ability to communicate effectively in person, by telephone, and through electronic communication.

• Ability to sit, stand, and move throughout an office or other work environment as needed to perform job responsibilities.

• Ability to occasionally lift or move office materials or equipment weighing up to 25 pounds.

• Ability to travel between locations and other business-related locations when required.

• Ability to perform the essential functions of the position with or without reasonable accommodation.

Reasonable accommodations will be considered for qualified individuals with disabilities in accordance with applicable law.

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, pregnancy, childbirth or related medical conditions, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other status protected by applicable federal, state, or local law, including the California Fair Employment and Housing Act (FEHA).

We are committed to providing reasonable accommodations to qualified applicants and employees with disabilities. Applicants who require a reasonable accommodation to participate in the application or hiring process may contact Human Resources.

This position description describes the general responsibilities, qualifications, and working conditions associated with the position. It is not intended to be an exhaustive list of all duties or requirements. Responsibilities may be modified, added, or removed based on organizational needs and business requirements, consistent with applicable law.