Job Summary
The Executive Assistant to the Leadership Team serves as a trusted administrative, governance, and operational partner to the Executive Director, Director of Programs, Director of Finance, and Board of Trustees. This highly visible position is responsible for coordinating executive and board activities, managing sensitive and confidential communications, and supporting day-to-day organizational operations.
The Executive Assistant serves as the primary administrative liaison between CMHF leadership and the Board of Trustees, ensuring that Board and Committee meetings, communications, records, and governance activities are executed with professionalism, accuracy, and efficiency. The position requires exceptional organizational skills, sound judgment, discretion, initiative, and the ability to manage multiple priorities in a fast-paced environment.
The successful candidate will be a collaborative professional who anticipates needs, solves problems proactively, and contributes to a positive, mission-driven organizational culture.
Responsibilities
- Executive and Leadership Team Support
- Provide high-level administrative support to the Executive Director, Director of Programs, Director of Finance, and Leadership Team.
Board of Trustees and Governance Support
- Serve as the primary staff liaison to the Board of Trustees and Board Committees.
- Coordinate all Board of Trustees and Committee meetings, including scheduling, meeting notices, room arrangements, virtual meeting logistics, and accommodations.
- Develop and distribute Board and Committee meeting agendas, packets, supporting documents, and follow-up materials.
- Attend Board and Committee meetings and prepare accurate, professional meeting minutes for approval and public posting.
- Maintain official Board records, including minutes, resolutions, policies, bylaws, trustee records, and committee assignments.
- Maintain governance records and official organizational documentation in accordance with Missouri Sunshine Law requirements, CMHF policies, and applicable records retention standards.
- Ensure timely compliance with Missouri Sunshine Law requirements, public meeting notices, records requests, and records retention policies.
- Manage Board communications and correspondence on behalf of the Executive Director.
- Coordinate Board member onboarding, orientation materials, governance resources, and continuing education opportunities.
- Track Board member terms, attendance, committee assignments, and governance-related actions.
- Support Board retreats, strategic planning sessions, trainings, and special meetings.
- Maintain governance files and electronic Board records in an organized and accessible manner.
- Monitor Board action items and follow up on assignments and deadlines.
Administrative Operations and Office Management
- Support the day-to-day operations of the CMHF office to ensure a productive and professional work environment.
- Manage office supply inventories, vendor relationships, equipment maintenance, and administrative services.
- Receive, distribute, and respond to routine correspondence, mail, invoices, and inquiries while maintaining appropriate internal controls and segregation of duties.
- Maintain accurate electronic and physical filing systems in accordance with organizational policies and records retention requirements.
- Coordinate document management and organizational recordkeeping processes.
- Recommend and implement process improvements to enhance administrative efficiency and effectiveness.
- Provide reception, visitor assistance, and general office support as needed.
- Collaborate with staff to ensure Board requests and leadership priorities are completed accurately and on schedule.
- Support organizational events, stakeholder meetings, community convenings, and agency partner gatherings.
- Perform other duties and special projects as assigned.
- Manage complex calendars, schedules, appointments, and meeting requests while prioritizing competing demands.
- Coordinate internal and external meetings, including logistics, scheduling, materials preparation, and follow-up.
- Prepare correspondence, reports, presentations, agendas, meeting materials, and other documents on behalf of leadership.
- Screen and prioritize emails, phone calls, visitors, and inquiries, responding independently when appropriate.
- Coordinate travel arrangements, registrations, itineraries, accommodations, and expense reporting.
- Assist leadership with meeting preparation, community engagements, speaking opportunities, and special events.
- Maintain executive files, contact information, and confidential organizational records.
- Anticipate leadership needs and proactively identify solutions to administrative and operational challenges.
- Serve as a liaison between leadership and external stakeholders, partner agencies, vendors, public officials, and community members.
- Support strategic initiatives and organizational projects as assigned.
Requirements
Education
- Associate's degree in Business Administration, Public Administration, Communications, Office Management, or a related field preferred.
Experience
- Minimum of five (5) years of progressively responsible administrative support experience.
- Experience supporting senior executives, leadership teams, boards of trustees, public boards, or governing bodies strongly preferred.
- Experience in nonprofit, governmental, public-sector, healthcare, foundation, or philanthropic organizations preferred.
- Experience supporting public meetings, governance processes, or records management functions is highly desirable.
Knowledge, Skills, and Abilities
· Advanced proficiency with Microsoft 365, virtual meeting platforms, electronic document management systems, and the ability to learn board management, governance, and AI-powered productivity tools.
· Ability to prepare polished presentations, reports, spreadsheets, correspondence, agendas, meeting packets, minutes, and other professional documents with accuracy and attention to detail.
· Excellent written, verbal, interpersonal, and customer service skills, with the ability to build effective working relationships with leadership, trustees, staff, partners, vendors, and community stakeholders.
· Strong organizational, time-management, problem-solving, and critical-thinking skills, including the ability to manage complex schedules, competing priorities, records, deadlines, and follow-up items efficiently.
· Sound judgment, discretion, professionalism, and confidentiality when handling sensitive organizational, governance, financial, personnel, and legal information.
· Ability to work independently and collaboratively, anticipate needs, take initiative, adapt to changing priorities, and contribute to a positive, mission-driven work environment.
Preferred Knowledge
- Knowledge of Missouri Sunshine Law, board governance practices, public meeting administration, and records management requirements.
- Experience preparing official meeting minutes and supporting public boards, commissions, councils, or nonprofit governing bodies.
- Equivalent combinations of education, professional training, certifications, and relevant work experience will be considered.
- Bachelor's degree in a related field preferred.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Vision insurance
Work Location: In person
