Executive Assistant to Chief Executive Officer

OVERVIEW

NHHA is committed to employee well-being and maintaining a healthy work-life integration. The information given below is intended to provide an understanding and appreciation of the workload of the job and its role within NHHA. The job description outlines the main purposes in general terms only. You may be required to carry out other duties commensurate with the job. This will not change the character or purpose of the job but will be necessary to maintain high standards of business practice. This job description may be altered from time to time to meet the changing needs of the company.

JOB SUMMARY

The Executive Assistant to the CEO will serve as a trusted strategic partner, playing a pivotal role in advancing organizational priorities while ensuring seamless executive operations. NHHA, a dynamic for-profit corporation, seeks an accomplished professional with exceptional organizational, communication, and analytical capabilities. This multifaceted role combines high-level administrative responsibilities with opportunities to contribute to strategic decision-making and business initiatives.

The ideal candidate will work closely with the CEO, representing him with poise and professionalism in diverse settings while fostering relationships with key stakeholders. This position requires a proactive individual who excels in anticipating needs, managing complex schedules and competing priorities, and maintaining discretion in handling sensitive matters. Preferred candidates will bring familiarity with social services for vulnerable populations, including individuals experiencing homelessness, justice-involved individuals, and seniors.

RESPONSIBILITIES

Executive Support

• Strategic Calendar Management including proactively aligning the CEO's schedule with organizational priorities, ensuring time is allocated to high-impact activities and anticipating scheduling conflicts and resolving them effectively without requiring assistance from the CEO, including coordinating across multiple time zones.
• Advanced communication oversight including:
• Acting as a liaison between the CEO and internal/external stakeholders, screening communications and prioritizing critical matters.
• Drafting, reviewing, and managing correspondence on behalf of the CEO, ensuring alignment with organizational tone and goals.
• Developing detailed agendas, compiling preparatory materials, and ensuring the CEO is briefed ahead of meetings.
• Recording key meeting outcomes, tracking action items, and ensuring follow-through by relevant parties.
• Acting as the "gatekeeper" and "gateway," ensuring efficient access to the CEO and balancing competing priorities.
• Representing the CEO in meetings or presentations when needed, effectively communicating his vision and priorities.
• Drafting, reviewing, and editing correspondence, reports, presentations, and other documents on behalf of the CEO.

Strategic and Business Support

• Managing a project portfolio for the CEO and Business Development team, prioritizing specific strategies, funding opportunities, and investments while providing ongoing communication about next and future steps.
• Sales Strategy and Lead Management functions including:
• Developing and implementing strategies to manage, track, and convert sales leads effectively in Tandem with CEO and Business Development team.
• Utilizing CRM tools to monitor lead progress, analyze conversion rates, and refine approaches to optimize sales performance. Communicating regularly on sales leads with CEO and Business Development team.
• Coordinating with Business Development and Marketing teams to generate high-quality leads through campaigns and outreach initiatives.
• Analyzing potential real estate/housing related agreements and providing summaries and recommendations to the CEO as they relate to developing new sites in California and beyond.
• Reviewing all other agreements and offering actionable insights to assist in decision-making.
• Collaborating with internal teams to manage special projects related to housing, healthcare services, or nonprofit initiatives under NHHA's "Street2Home" continuum of care.
• Engaging with key stakeholders such as board members, government officials, donors, and community leaders to advance NHHA's mission.

Relationship Management

• Building professional relationships across all levels of the organization and with external stakeholders.
• Serving as a liaison between the CEO's office and NHHA's nonprofit entities or affiliated organizations.
• Coordinating communication with nonprofit board members assisting with strategic initiatives that are time sensitive. Helping to coordinate monthly and annual nonprofit partner board meetings with respective Executive Directors. Preparing the CEO for meetings by reviewing past board materials and initiatives and strategies discussed in prior months.

Administrative Operations

• Screening incoming communications (emails, calls) and prioritizing them for the CEO.
• Responding to emails on behalf of the CEO as needed to ensure prompt communication with key stakeholders and investors.
• Maintaining organized records of contracts, agreements, and other critical documents.
• Coordinating logistics for high-level meetings involving internal teams or external partners.

POSITIONS REQUIREMENTS & QUALIFICATIONS

• Bachelor's degree in business administration, Healthcare Administration, or a related field preferred.
• 10+ years of experience as an Executive Assistant or in a similar high-level strategic partner support role.
• Experience in healthcare consulting or nonprofit management is a plus.
• Strong written and verbal communication skills; ability to adapt tone based on audience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
• Exceptional organizational skills with attention to detail in managing multiple priorities.
• Ability to read and interpret contracts/legal documents; familiarity with real estate or housing agreements is advantageous.
• High emotional intelligence for managing complex relationships and sensitive information.
• Proactive mindset with the ability to anticipate needs and act independently.
• Discretion in handling confidential information.
• Strong problem-solving skills combined with sound judgment under pressure.

NHHA is an equal opportunity employer and welcomes candidates from diverse backgrounds. We offer competitive salaries and benefits packages, as well as opportunities for professional growth and development.