Executive Assistant & Operations Manager

Council On Alcoholism And Drug Abuse

Job Location:

Santa Barbara County, CA - USA

Yearly Salary: $ 70000 - 73000

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Benefits:

403b
Dental insurance
Health insurance
Paid time off

Since 1949 the Council on Alcoholism and Drug Abuse (CADA) has delivered programs and services focused on the education prevention and treatment of substance abuse and co-occurring mental health conditions affecting youth adults and families throughout Santa Barbara County.

POSITION PURPOSE:

The Executive Assistant & Operations Manager to the Executive Director/President provides high-level executive administrative and operational support to the Executive Director/President of the organization. This hybrid role serves as a trusted strategic partner ensuring the Executive Director/Presidents priorities daily operations and organizational systems run efficiently and effectively. The position requires strong judgment discretion adaptability and the ability to manage both executive-level support and operational oversight.
General duties overall goals of the position.

QUALIFICATIONS:

3 years of experience providing executive-level administrative operational or management support.
Strong organizational project management and time-management skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Demonstrated ability to work independently exercise discretion and adapt to changing priorities.
Proficiency in Microsoft Office Google Workspace and project management or scheduling tools.

EDUCATION:

Bachelors degree or equivalent professional experience required.
Masters degree in communications Education Project Management or a related field preferred or Six Sigma certification.

RESPONSIBILITIES:

Executive Support & Time Management

Serve as the primary gatekeeper for the Executive Director/President managing complex calendars scheduling meetings and prioritizing requests based on organizational priorities.

Anticipate the Executive Director/Presidents needs and proactively prepare materials briefings and background information for meetings presentations and engagements.

Assist the Executive Director/President with a wide range of administrative operational and strategic tasks as needed to support organizational effectiveness.

Attend to personal tasks as assigned by the Executive Director/President exercising discretion and professionalism at all times.

Coordinate travel arrangements itineraries and logistics to ensure efficient use of the Executive Director/Presidents time.

Strategic & Administrative Operations

Support the Executive Director/President in managing and tracking organizational priorities initiatives and deadlines.

Draft edit and review correspondence reports presentations and briefing materials on behalf of the Executive Director/President.

Monitor action items resulting from executive meetings and ensure timely follow-up and completion.

Provide operational and administrative support across departments to align activities with executive direction.

Operations Management

Oversee and manage day-to-day operational functions to support the Executive Director/President and ensure organizational efficiency.

Develop implement and improve operational processes policies and procedures to enhance productivity and accountability.

Coordinate cross-departmental workflows and support staff in executing operational priorities.

Track operational metrics and prepare reports to support executive decision-making.

Assist in project management efforts ensuring timelines deliverables and resources are effectively managed.

Communication & Liaison Functions

Act as a liaison between the Executive Director/President and board members senior leadership staff and external stakeholders.

Manage incoming communications with professionalism and discretion responding or escalating matters as appropriate.

Facilitate effective communication across the organization on behalf of the Executive Director/President.

Board & Governance Support

Coordinate board and committee meetings including scheduling logistics and preparation of materials.

Take prepare and maintain accurate board and committee meeting minutes.

Track board action items and ensure appropriate follow-up and documentation.

Maintain confidential board records resolutions and governance documents in compliance with organizational requirements.
Confidentiality Judgment & Professionalism

Handle highly sensitive and confidential information with discretion integrity and professionalism.

Exercise sound independent judgment when managing urgent or complex matters in the Executive Director/Presidents absence.

Represent the Executive Director/President and the organization professionally in all interactions.

Process Improvement & Special Projects

Identify and recommend improvements to executive workflows administrative systems and operational processes.

Lead or support special projects and initiatives as assigned by the Executive Director/President.

Conduct research analyze data and prepare summaries or recommendations to support executive planning and decision-making.

WORK AUTHORIZATION:

Successful completion of a comprehensive background screening which may include criminal record LiveScan Background Check employment history verification and reference checks.

Must provide documentation of a recent negative tuberculosis (TB) test result to ensure a safe and healthy work environment.

Must pass a pre-employment drug screening to ensure a drug-free workplace. A negative drug test result is required.

Verification of authorization to work in the Unites States

Valid California drivers license. Acceptable driving record at time of employment.

Must have personal insurance coverage that meets the requirements set by the employer. This may include liability insurance automobile insurance or any other type of insurance deemed necessary for the position. The coverage must be valid and maintained throughout the employment period.

Medi-Cal Clearance

TYPICAL PHYSICAL DEMANDS
Must be able to sit or walk for moderate periods and occasionally carry and lift/transport objects weighing up to 15 pounds. This position requires the frequent use of computer office software and databases and a multiple-line telephone. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions.

TYPICAL WORKING CONDITION

Office and clinical environment.

This job description is not intended to be all-inclusive and the employee will be expected to perform other relevant business duties as assigned by the Program Manager and other agency management.

The Council on Alcoholism and Drug Abuse reserves the right to revise or change duties as the need arises. This job description does not constitute a written or implied contract of employment.

Compensation: $70000.00 - $73000.00 per year

For over 70 years CADA has been the leader in providing substance abuse prevention intervention and treatment programs in the greater Santa Barbara area that touch all parts of the community.

Mission Statement

Building a safer healthier community by preventing and treating alcoholism and drug abuse.

Required Experience:

Manager

Benefits:403bDental insuranceHealth insurancePaid time offSince 1949 the Council on Alcoholism and Drug Abuse (CADA) has delivered programs and services focused on the education prevention and treatment of substance abuse and co-occurring mental health conditions affecting youth adults and families ...