Executive Assistant

Position Title: Executive Assistant

Position Category: Non-Exempt Full-Time

Department: Executive Office

Reports to: Executive Director

Flexible Hybrid: On-site/Hybrid

Direct reports: N/A

Salary range: $65k-85K

Join Our Team

At the Center for Better Aging (CBA) our mission is to improve the quality of life for older adults and strengthen the communities we serve. We provide compassionate aging services support and resources that help individuals live healthier and safer lives.

CBA is a diverse mission-driven team of professionals who value collaboration innovation and dignity for all. We foster a supportive work environment that encourages new ideas growth and work-life balance.

Were a growing nonprofitand were looking for people who want to grow with us. Employees at CBA are encouraged to take on new challenges develop leadership skills and pursue professional development opportunities that help advance their careers within the organization.

Key Areas of Responsibilities:

Executive Support

- Manage complex calendars schedule meetings and coordinate executive appointments including prioritization sequencing and identification of potential conflicts or risks.

- Prepare agendas take minutes and track follow-up action items for leadership meetings ensuring timely and consistent completion.

- Draft edit and prepare correspondence presentations reports and policies often within compressed timelines.

- Maintain confidential documents personnel files healthcare compliance information and board-related materials.

- Coordinate travel arrangements conference registration and logistics for leadership.

- Support coordination of executive priorities by tracking deadlines dependencies and next steps to ensure commitments are met.

Healthcare & Compliance Support

- Assist leadership in maintaining compliance with healthcare regulatory bodies.

- Track required healthcare documentation and receipts reporting deadlines audit preparation materials and regulatory submissions.

- Support implementation of policies procedures and quality assurance initiatives.

- Maintain HIPAA-compliant recordkeeping.

Operational & Administrative Support

- Serve as primary point of contact for staff regarding physical office needs supplies and shared space coordination ensuring efficient day-to-day office operations.

- Manage day-to-day office operations including ordering and maintaining office supplies scheduling and managing conference rooms and addressing office-related issues as they arise.

- Serve as a professional point of contact for external partners consultants and stakeholders ensuring timely clear and well-coordinated communication on behalf of the organization.

- Coordinate cross-departmental administrative needs.

- Support onboarding tasks for new staff.

- Assist with vendor management contracts invoicing and office supply procurement.

- Coordinate logistics for meetings and events including space planning materials technology and on-site coordination ensuring a high standard of organization and attention to detail.

Data & Reporting

- Prepare operational and performance dashboards.

- Maintain spreadsheets databases scheduling platforms and digital filing systems.

- Assist with grant reporting and documentation.

- Ensure the accuracy completeness and timeliness of all dashboards reports and tracking tools.

Qualifications

Education

- High School Diploma or GED Equivalent required

- Associate or Bachelors degree preferred.

Experience

- 35 years administrative experience preferably in healthcare or nonprofit settings.

- Experience supporting complex fast-paced work environments required.

- Project coordination or project management experience is strongly preferred.

Skills & Competencies

- Exceptional organizational skills follow-through and time management

- Ability to work efficiently under pressure while maintaining accuracy

- Strong attention to detail and sound professional judgment

- High level of intrinsic motivation and accountability

- Ability to manage multiple priorities and deadlines simultaneously

- Professional respectful and service-oriented communication style

- Microsoft Office Suite Proficiency

Core Competencies

- Reliability and consistent follow-through

- Professionalism and discretion

- Stewardship of time resources and organizational relationships

- Collaborative mindset with strong personal accountability

Physical Requirements

- Ability to sit/stand/walk; lift up to 20 lbs; daily office equipment use.

Is this You

You excel in fast-paced high-volume environments where priorities shift and calendars are full. You anticipate needs exercise sound judgment and follow through consistently. You are highly organized detail-oriented and intrinsically motivated by bringing structure clarity and momentum to complex work. You work efficiently without sacrificing accuracy and understand how your role directly supports effective leadership and organizational performance. You work effectively across all teams and departmentsFinance HR Programs and Executive Leadershipand youre not afraid to jump in take initiative or lead a new project when needed. If this sounds like you CBA would love to have you on our team!

The Executive Assistant provides high-level administrative support to executive leadership within a healthcare and aging services environment. This role ensures efficient daily operations supports compliance and documentation standards maintains confidentiality of sensitive health and organizational information and serves as a key liaison between leadership staff community partners and external stakeholders. This role plays a vital part in supporting CBAs mission by maintaining organization communication and administrative efficiency across the agency.

Why CBA

CBA pay and benefits are generous! Benefits include:

BCBS medical and dental insurance

Principal vision insurance

Short- and long-term disability insurance life insurance

Professional development opportunities

Nine paid holidays plus we are closed between Christmas through New Years Day

Hybrid office setting

Paid time off

403B Plan and Roth plans available

Excellent technology and IT support

CBA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex national origin age sexual orientation gender identity disability or genetics.

How to Apply

To apply submit cover letter describing your interest and experience along with your resume to