Job Description

Level: Experienced
Job Location: Corporate Headquarters - Novato, CA 94949
Position Type: Full TimeEducation
Level: High School
Salary Range: $90,000.00 - $100,000.00 Salary/year
Travel Percentage: Up to 25%
Job Shift: Day
Job Category: Admin - ClericalJoin Buckelew and work with great people doing great things! Buckelew Programs is a leading provider of behavioral healthcare services in the North Bay, providing compassionate mental health, supported housing and substance use treatment.
We are hiring a new Executive Assistant to join our team. In this role, you will serve as the primary point of contact for internal and external constituents on all matters pertaining to the Chief Executive Officer (CEO). As an ambassador of Buckelew Programs, you'll serve as a liaison to the board of directors and senior management team, organizing and coordinating executive outreach and external relations, and overseeing special projects. The Executive Assistant must be creative, mission-driven, and community-oriented, consistently supporting Buckelew Programs’ objectives by maintaining confidentiality, protecting organizational assets, acting with ethics and integrity, and adhering to all applicable laws and organizational policies. Through this work, the Executive Assistant contributes directly to a positive client experience and a workplace culture rooted in Buckelew’s mission and values.
RESPONSIBILITIES
Executive Support
- Complete a broad range of administrative tasks for the CEO, including managing a highly active calendar, preparing expense reports, composing correspondence (including confidential materials), arranging complex itineraries, and compiling documents for meetings.
- Plan, coordinate, and maintain the CEO’s calendar, to ensure efficiency and prioritize appointments.
- Communicate on behalf of the CEO with board members, donors, and other stakeholders regarding initiatives and projects.
- Research, prioritize, and follow up on incoming issues or concerns directed to the CEO, including sensitive or confidential matters, determining appropriate action, referral, or response.
- Serve as a bridge for smooth communication between the CEO’s office and internal departments, fostering credibility, trust, and support across the organization.
- Keep the CEO well informed of upcoming commitments, responsibilities, and organizational developments proactively providing updates.
- Lead special projects and organizational initiatives for the CEO, ensuring timely and effective completion of deliverables.
- Work collaboratively with Chief Philanthropy Officer and Communication Director to draft correspondence, and other materials to facilitate the CEO’s leadership and decision-making.
- Prioritize conflicting needs and handle matters proactively, ensuring follow-through and completion under deadline pressures.
Board Support
- Maintain discretion and confidentiality in all interactions with board members.
- Ensure compliance with bylaws and regulations regarding board and committee matters, including preparation and distribution of materials prior to meetings in both electronic and paper formats
- Attend meetings as requested, taking and transcribing minutes.
- Organize logistics for bi-monthly meetings and annual board retreat, including catering, space rentals, set-up, and clean-up
- Maintain board-related records in electronic and paper formats, ensuring confidentiality, best practices for document storage, and coordination with board software system.
- Provide administrative compliance support for affiliated corporations as needed.
Senior Management Support
- Prepare and edit correspondence, communications, presentations, and other documents efficiently and accurately.
- Record, transcribe, and distribute minutes of meetings as assigned; maintain accurate electronic and paper records.
- Maintain current vendor and employee reimbursement files.
- Manage contract retention, ensuring timely scanning, filing, and organization of both electronic and hard copy contracts.
- Demonstrate initiative and flexibility in completing projects, problem-solving, and carrying out assignments independently.
- Conduct research and analysis for assigned projects, prioritize multiple tasks, and meet deadlines without close supervision.
- Work collaboratively with employees and management to achieve organizational goals.
Leadership Team Support
- Support scheduling, taking and transcribing minutes, and related administrative duties for monthly leadership team meetings
- Help facilitators with timely outreach to the group
- Assist with annual retreat, including organizing logistics, catering, set-up and clean-up support
Development Department Support
- Work collaboratively with Development Department to support donor outreach, scheduling, follow up and recording of activities.
- Record CEO donor activities in EveryAction database and assist CEO in their planned strategic outreach.
- Assist with projects such as mailings, donor events set-up, and other related administrative activities
- Ensure accuracy of board information on the agency website and in the development database.
- Adhere to current brand guidelines that include approved messaging, graphics and all templates.
- Support additional development-related tasks as requested.
Education and Experience
- High school diploma required; Associate degree in business or a related field preferred.
- Five to ten years of relevant administrative experience, preferably supporting C-level executives in a mid-size or non-profit organization.
- Experience in internal and external communications, partnership development, and board support.
- Proficiency in scheduling, meetings, and event planning.
Skills and Abilities
- Strong organizational skills with the ability to prioritize multiple tasks seamlessly and maintain attention to detail.
- Excellent interpersonal skills with the ability to build and maintain relationships with staff, board members, donors, clients, and external partners.
- Expert-level written and verbal communication skills.
- Proactive problem-solving abilities with sound decision-making skills.
- Emotional maturity, discretion, and the ability to handle confidential information appropriately.
- Highly resourceful, independent, and collaborative.
- Ability to work effectively under pressure and meet deadlines in a fast-paced environment.
- Intermediate to advanced technology proficiency that includes: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), board management software and project management software (such as Asana).
- Keyboarding speed of 65 WPM or greater, with accuracy.
- Must possess and maintain a valid California driver’s license, an insurable driving record, and personal automobile with insurance coverage for use on the job.
PHYSICAL REQUIREMENTS
- Occasional lifting (up to 25 pounds).
- Mostly indoor work in a comfortable office environment.
- Ability to maintain composure and work quality while managing routine deadlines and interruptions.
- Job frequently requires sitting, handling objects with hands, and fine motor skills.
- Frequent operation of computers and other office equipment (calculator, copier, printer).
- Occasional standing, walking, reaching, talking, and hearing.
- Occasional movement within the office to access files, equipment, and other resources.
- Vision requirements: Ability to read print and electronic information; sufficient visual acuity for computer and equipment use.
- Hearing requirements: Ability to hear information in person and by telephone.
Great Benefits! Medical, dental, vision and life and long-term disability insurance, Employee Assistance Program, flexible spending accounts for health, dependent and transit costs, retirement savings plan with company match, eligibility for loan forgiveness, continuing education credits available through our learning management system, discount program and generous paid time off.
We are an Equal Opportunity Employer committed to creating a workplace that celebrates diversity, promotes equality, and fosters inclusion. We encourage applications from individuals of all backgrounds, experiences, and perspectives.