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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 oforganizational priorities. Services ranging from counseling, pharmacological management, primary care, psychological testing, case management, substance use treatment, residential services, vocational program, and more!

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 oforganizational 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: <ul><li>Associates degree in business-related areas or at least five (5) years of experience in an EA role. </li></ul>Experience: <ul><li>Coordinating Board communications </li><li>Maintaining Board minutes and Board approved actions. </li></ul>Licensure and Certifications: <ul><li>Must maintain a valid Notary Public commission and remain in good standing. </li><li>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. </li></ul>Preferred Qualifications: <ul><li>5+ years of supervision experience. </li><li>5+ years of working with and supporting board(s) of directors. </li></ul>Essential Functions and Primary Responsibilities: <ol><li>Manage complex, frequently shifting calendars including internal meetings, board engagements, community events, and external stakeholder appointments </li><li>Screen and prioritize correspondence (email, phone, mail) and draft responses on behalf of executives </li><li>Coordinate travel arrangements including itineraries, accommodations, and expense reconciliation </li><li>Prepare executives for meetings by compiling briefing materials, agendas, background documents, and talking points </li><li>Track action items and follow-ups from executive meetings, ensuring timely completion </li><li>Handle confidential information with the highest degree of discretion, including personnel matters, financials, and strategic plans </li><li>Serve as a communication liaison between the executive team and internal/external stakeholders </li><li>Coordinate all logistics for board and committee meetings, including scheduling, venue or virtual platform setup, and catering </li><li>Prepare and distribute board packets, agendas, minutes, resolutions, and supporting materials in compliance with governance timelines </li><li>Record accurate minutes during board and committee meetings and manage approval processes </li><li>Maintain board governance records including bylaws, conflict of interest disclosures, board member terms, and committee rosters </li><li>Onboard new board members and maintain orientation materials </li><li>Manage board member contact information, portal access, and communication lists </li><li>Support the board chair and committee chairs with correspondence and scheduling needs </li><li>Monitor compliance with board meeting notice requirements and quorum rules </li><li>Develop and maintain efficient filing systems (electronic and physical) for executive and board records </li><li>Manage office supply procurement and vendor relationships on behalf of the executive office </li><li>Coordinate executive office budget tracking and invoice processing </li><li>Plan and execute organizational events such as leadership retreats, all-staff meetings, and donor or community functions </li><li>Maintain Review, prep for signature, and file contracts and agreements throughout the organization. </li><li>Serve as a point of contact for auditors, legal counsel, and regulatory agencies when interfacing with the executive office </li><li> Hires, trains, supervises, and evaluates assigned staff. </li><li> Provides coaching, performance management, and disciplinary action as needed. </li><li>Holds a regular 1:1 meeting with direct reports and routine team meetings to ensure alignment and communication. </li><li>Preserves confidentiality in all personnel matters. </li><li>Ensure compliance with union contract if supervising union positions. </li><li>Assign, prioritize, and review work of supervised assistant(s) to ensure quality and responsiveness </li><li>Conduct performance evaluations, provide ongoing coaching, and support professional development </li><li>Serve as a resource and problem-solver for administrative challenges across the leadership team </li><li>Help establish consistent administrative standards, templates, and workflows across the executive office </li><li>Represent the executive office with professionalism in all interactions with staff, board members, donors, partner organizations, government entities, and the public </li><li>Draft, proofread, and format executive communications including letters, memos, reports, and presentations </li><li>Coordinate with the communications/marketing team on executive-facing content, press materials, and public appearances </li><li>Manage sensitive or high-profile inquiries with sound judgment and appropriate escalation </li><li>Understand and uphold HIPAA and other relevant confidentiality standards applicable to behavioral health settings </li><li>Support compliance-related scheduling and documentation such as accreditation visits (e.g., CARF, Joint Commission) and regulatory reporting deadlines </li><li>Coordinate with clinical and compliance leadership as needed to support executive deliverables tied to licensing, grants, or contracts </li></ol> About Harbor:<ul><li>A leading provider of mental health and substance use treatment for over 100 years</li><li>350+ clinical staff serve over 24,000 clients across multiple locations and in the community each year </li><li>Services ranging from counseling, pharmacological management, primary care, psychological testing, case management, substance use treatment, residential services, vocational program, and more! </li></ul>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: <ul><li>Medical, dental, and vision coverage </li><li>Retirement plan with company match </li><li>Generous paid time off, sick time, and paid holidays </li><li>Tuition and professional license reimbursement programs </li><li>Clinical supervision hours offered </li><li>Ability to make a difference in your community! </li></ul> Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

harbor

Executive Assistant

Auto Insurance

Behavioral Health

Billing

Board Meeting

Budget Management

Case Management

Catering Services

Coaching

Contract Management

Disciplinary Action

Driver's License

Establish Priorities

Executive Assistant Skills 

Financial Planning

Financial Strategy

Government Organizations

HIPAA (Health Insurance Portability and Accountability Act)

Hardware Virtualization

Healthcare Providers

Insurance

Leadership

Legal

Licensing

Logistics

Maintain Compliance

Marketing

Member Orientation

Online Communications

Operational Communications

Operations Management

Performance Analysis

Performance Management

Performance Reviews

Presentation/Verbal Skills

Primary Care

Problem Solving Skills

Process Management

Procurement Management

Proofreading

Psychiatry and Mental Health

Psychological Testing

Purchasing/Procurement

Reconciliation

Record Keeping

Regulations

Strategic Planning

Systems Administration/Management

Systems Maintenance

Test Case

Time Management

Travel Planning

Vendor/Supplier Relations

Hire Recruits

Bachelors + 1 years of progressive responsible Administrative or secretarial experience for management, or 3 years of progressively responsible administrative experience or support in lieu of education. -Administrative Analytical Support: Independently initiates correspondence, gathers briefing materials from colleagues across the university, and tracks the progress of action items arising from departmental workflows.

Executive Assistant I Job no: 500720 Work type: Staff - Full-Time Location: Health Science Campus College Toledo, OH Categories: Administration, Full-Time, None, Administrative Support Title: Executive Assistant I Department Org: Advanced Clinical Simulation - 111200 Employee Classification: U1 - Unclassified PSA FT Bargaining Unit: Professional Staff Association Primary Location: HSC S Shift: 1 Job Description: This proposed role establishes a centralized Executive Assistant I to provide high-level administrative, analytical, and operational support shared between the CME department and the Simulation Center. The individual will serve as a key liaison and professional ambassador for both units, ensuring efficient workflow and regulatory alignment. -Accreditation Compliance: Assists in collecting and organizing documentation required for ACCME accreditation and state medical board audits. -Vendor and Grant Liaison: Coordinates with medical device vendors or educational grant providers to ensure all interactions comply with institutional disclosure policies. -Marketing and Outreach: Drafts newsletters or digital announcements to promote upcoming CME courses and simulation training opportunities to the medical community. -Learner Record Management: Oversees the tracking of CME credits for participating physicians and generates certificates of attendance. -Operational Coordination: Organizes meetings and conferences, manages travel logistics, and directs routine office operations -Financial & Data Support: Performs P-card reconciliations, monitors departmental expenditures, and assists in the preparation of operating reports and statistical performance records. -Administrative Analytical Support: Independently initiates correspondence, gathers briefing materials from colleagues across the university, and tracks the progress of action items arising from departmental workflows. Minimum Qualifications: Bachelors + 1 years of progressive responsible Administrative or secretarial experience for management, or 3 years of progressively responsible administrative experience or support in lieu of education. Preferred Qualifications: Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams) and Adobe Acrobat. • Ability to download and perform basic analysis of data from University of Toledo databases. • Ability to handle confidential matters with discretion. • Strong interpersonal written and verbal communication skills. • Excellent organizational and problem-solving skills. • Commitment to customer service and inclusive excellence. • Ability to work with a diverse group of people at all levels of the organization. Conditions of Employment: To promote the highest levels of health and well-being, the University of Toledo campuses are tobacco-free. Pre-employment health screening requirements for the University of Toledo Health Science Campus Medical Center will include drug and other required health screenings for the position. Equal Employment Opportunity Statement: The University of Toledo is an equal opportunity employer. The University of Toledo does not discriminate in employment, educational programs, or activities on the basis of race, color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or veteran status, disability, familial status, or political affiliation. The University is dedicated to attracting and retaining the best and brightest talent and fostering a culture of respect. The University of Toledo provides reasonable accommodation to individuals with disabilities. If you require accommodation to complete this application, or for testing or interviewing, please contact HR Compliance at hrcompliance@utoledo.edu or 419-530-4747 between the hours of 8:30 a.m. and 5 p.m. or apply online for an accommodation request. Computer access is available at most public libraries and at the Office of Human Resources located in the Center for Administrative Support on the UToledo Main Campus. Advertised: 26 Mar 2026 Eastern Daylight Time Applications close: Whatsapp Facebook LinkedIn Email App

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Executive Assistant harbor

Executive Assistant I The University of Toledo

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