Executive Assistant

Harbor is seeking an Executive Assistant to join our Toledo team! This position is responsible for providing high-level administrative in support of the Executive Officers and the Board of Directors, and ensures efficient/effective executive operations, communication, and seamless coordination of organizational priorities.

Position is full-time, 40 hours per week.

Ideal candidate will have 5 years of experience in an Executive Assistant role, and experience working with a Board of Directors. 

Required

Education: 

• Associates degree in business-related areas or at least five (5) years of experience in an EA role.

Experience: 

• Coordinating Board communications
• Maintaining Board minutes and Board approved actions.

Licensure and Certifications: 

• Must maintain a valid Notary Public commission and remain in good standing.
• Must have a valid driver’s license, acceptable driving record, and show proof of personal auto insurance policy to be deemed insurable with Harbor’s vehicle insurance carrier.

Preferred Qualifications: 

• 5+ years of supervision experience.
• 5+ years of working with and supporting board(s) of directors.

Essential Functions and Primary Responsibilities: 

1. Manage complex, frequently shifting calendars including internal meetings, board engagements, community events, and external stakeholder appointments
2. Screen and prioritize correspondence (email, phone, mail) and draft responses on behalf of executives
3. Coordinate travel arrangements including itineraries, accommodations, and expense reconciliation
4. Prepare executives for meetings by compiling briefing materials, agendas, background documents, and talking points
5. Track action items and follow-ups from executive meetings, ensuring timely completion
6. Handle confidential information with the highest degree of discretion, including personnel matters, financials, and strategic plans
7. Serve as a communication liaison between the executive team and internal/external stakeholders
8. Coordinate all logistics for board and committee meetings, including scheduling, venue or virtual platform setup, and catering
9. Prepare and distribute board packets, agendas, minutes, resolutions, and supporting materials in compliance with governance timelines
10. Record accurate minutes during board and committee meetings and manage approval processes
11. Maintain board governance records including bylaws, conflict of interest disclosures, board member terms, and committee rosters
12. Onboard new board members and maintain orientation materials
13. Manage board member contact information, portal access, and communication lists
14. Support the board chair and committee chairs with correspondence and scheduling needs
15. Monitor compliance with board meeting notice requirements and quorum rules
16. Develop and maintain efficient filing systems (electronic and physical) for executive and board records
17. Manage office supply procurement and vendor relationships on behalf of the executive office
18. Coordinate executive office budget tracking and invoice processing
19. Plan and execute organizational events such as leadership retreats, all-staff meetings, and donor or community functions
20. Maintain Review, prep for signature, and file contracts and agreements throughout the organization.
21. Serve as a point of contact for auditors, legal counsel, and regulatory agencies when interfacing with the executive office
22. Hires, trains, supervises, and evaluates assigned staff.
23. Provides coaching, performance management, and disciplinary action as needed.
24. Holds a regular 1:1 meeting with direct reports and routine team meetings to ensure alignment and communication.
25. Preserves confidentiality in all personnel matters.
26. Ensure compliance with union contract if supervising union positions.
27. Assign, prioritize, and review work of supervised assistant(s) to ensure quality    and responsiveness
28. Conduct performance evaluations, provide ongoing coaching, and support professional development
29. Serve as a resource and problem-solver for administrative challenges across the leadership team
30. Help establish consistent administrative standards, templates, and workflows across the executive office
31. Represent the executive office with professionalism in all interactions with staff, board members, donors, partner organizations, government entities, and the public
32. Draft, proofread, and format executive communications including letters, memos, reports, and presentations
33. Coordinate with the communications/marketing team on executive-facing content, press materials, and public appearances
34. Manage sensitive or high-profile inquiries with sound judgment and appropriate escalation
35. Understand and uphold HIPAA and other relevant confidentiality standards applicable to behavioral health settings
36. Support compliance-related scheduling and documentation such as accreditation visits (e.g., CARF, Joint Commission) and regulatory reporting deadlines
37. Coordinate with clinical and compliance leadership as needed to support executive deliverables tied to licensing, grants, or contracts

About Harbor: 

• A leading provider of mental health and substance use treatment for over 100 years
• 350+ clinical staff serve over 24,000 clients across multiple locations and in the community each year
• Services ranging from counseling, pharmacological management, primary care, psychological testing, case management, substance use treatment, residential services, vocational program, and more!

Why Work for Harbor? 

It is fast-paced and challenging, but you will have a lot of fun in the process. You will have the opportunity to meet other motivated individuals who are also making a positive impact at our company. Harbor is committed to investing our resources in you! Some benefits of working with Harbor include:    

• Medical, dental, and vision coverage
• Retirement plan with company match
• Generous paid time off, sick time, and paid holidays
• Tuition and professional license reimbursement programs
• Clinical supervision hours offered
• Ability to make a difference in your community!