Description
Janus of Santa Cruz is dedicated to empowering individuals to achieve long-term recovery and improve their quality of life through evidence-based practices and compassionate care. As a cornerstone nonprofit serving our community for more than five decades, we rely on a highly effective executive team whose leadership drives our mission forward.
We are seeking a highly capable and mission-driven Executive Assistant to support the Chief Executive Officer (CEO) and Chief of Staff in ensuring the executive office operates with precision, clarity, and strategic focus.
The Executive Assistant plays a vital role in optimizing the CEO’s time, energy, and focus so that organizational leadership can remain aligned with the strategic plan. Reporting directly to the Chief of Staff, this position requires exceptional professionalism, business acumen, adaptability, and the ability to problem-solve in a dynamic environment with frequently evolving priorities.
This role supports the executive office through complex calendar management, detailed travel planning, high-integrity handling of confidential information, and special project coordination—particularly projects central to grant compliance, partnership sustainability, and organizational credibility. An excellent candidate instinctively identifies distractions, prevents scheduling conflicts, and helps the CEO “buy back time” through thoughtful delegation pathways.
The Executive Assistant also partners with the Development Team on event-related tasks for recovery month activities and donor engagement. Experience with multi-channel communications, public relations, or political advocacy is preferred, though not required.
Overall, this role enhances the CEO’s ability to lead effectively, strengthening Janus of Santa Cruz’s impact on the community we serve.
Core Responsibilities
Administrative Support
- Manage the CEO’s complex calendar, including high-level scheduling and travel arrangements.
- Sort, route, and scaffold executive email to appropriate departments or responders.
- Draft, edit, and prepare correspondence, reports, presentations, and other professional documents.
- Handle sensitive and confidential information with absolute discretion.
- Support the Director of Compliance with board meeting preparation, including agendas, packets, and minutes.
- Ensure efficient executive office operations and support strategic decision-making.
Communication
- Draft and proofread communications on behalf of the CEO.
- Serve as a liaison between the CEO, internal personnel, and external partners while maintaining confidentiality and professionalism.
Research & Presentation Support
- Conduct research to support executive decision-making.
- Draft presentation outlines and prepare slide decks for meetings and public-facing events.
Event Coordination
- Partner with the Development Team on event planning for recovery month, donor stewardship, and special meetings.
- Coordinate logistics including venue selection, catering, transportation, and accommodations.
- Oversee event staffing, security, and logistical design to ensure excellence in execution.
Office Management
- Assist the Chief of Staff with meeting coordination and documentation.
- Maintain office supplies, equipment, and organization.
- Oversee administrative systems, records, and operational workflows.
- Liaise with IT and internal departments to resolve technical or operational issues.
- Identify and implement process improvements for increased efficiency.
Financial Administration
- Assist with budget development and ongoing expense tracking.
- Process invoices, reimbursements, and financial documents.
- Support compliance with internal financial policies.
- Manage budget considerations related to event planning, staffing, and talent acquisition.
Requirements
Required
- Bachelor’s degree in Business Administration, Communications, or related field.
- Minimum of 5 years’ experience as an Executive Assistant or in a similar high-level administrative role.
- Strong preference for experience in nonprofit or human services environments, especially substance use disorder treatment.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional organizational, time-management, and multitasking skills.
- Strong written and verbal communication abilities.
- Ability to work independently and collaboratively.
- High integrity and ability to maintain strict confidentiality.
- Demonstrated flexibility and composure under pressure.
Preferred Experience
- Executive support across various industries (tech, education, construction, entertainment).
- Leadership experience and ability to guide cross-departmental efforts.
- Office operations management expertise.
- Experience implementing process improvements.
- Board meeting coordination, including agendas and minutes.
- Advanced calendar and travel management (domestic & international).
- Budget preparation and expense reporting.
- Business acumen and familiarity with strategic planning.
- Experience with legal administration and risk management.
- Understanding of regulatory compliance.
- Strong communication and document-drafting capabilities.
We are looking for someone who is:
- Mission-driven and passionate about social impact.
- Detail-oriented with high standards of excellence.
- Balanced between strategic thinking and operational execution.
- Adaptive and willing to innovate.
- Skilled at working with diverse groups and perspectives.
