Executive Assistant to the Executive Team

Description

At Janus, founded in 1976, we are dedicated to transforming lives through supportive and successful substance use disorder (SUD) treatment services. Imagine being part of a team where your expertise and passion for helping others truly shine. Our mission is to assist individuals and families on their journey toward wellness and recovery in a professional and compassionate environment. We foster an inclusive culture where everyone is welcomed, accepted, and valued. Your role will directly contribute to the well-being of our clients, inspiring everything we do. 

We believe the role would place you in a highly energized environment where you would be inspired to share your years of experience along with providing extraordinary support for the team and community. So we commit to hiring top talent and cultivating a culture based on merit. That commitment reflects our belief in the importance of a culture in which everyone is welcomed, everyone is accepted, and everyone is valued.

Founded in 1976, Janus is a non-profit dedicated to its mission: to provide supportive, hope-inspiring and successful substance use disorder (SUD) treatment services in a professional and compassionate environment while assisting individuals and families on their journey toward wellness and recovery. At Janus, our clients’ well-being is exceptionally meaningful to us, and it is that environment that inspires everything we do. Visit us at www.janussc.org

Reporting to the Senior Director of People and Culture, the Executive Assistant to the Executive Team at Janus of Santa Cruz demonstrates a highly competent business acumen plays a crucial role in ensuring the smooth operation of the Executive Team’s operations.  This position is a key thought partner in identifying process and workflow needs that will ensure a steady and dedicated focus on KPI’s for the institution at large.  The tactical aspects of this role involve managing the Executiive Teams’s calendars, handling confidential information, and coordinating retreats, and correspondence, which helps maintain efficient communication and organization within the nonprofit. ? 

Additionally, the Executive Assistant is responsible for project management, event coordination, and office management, ensuring that all administrative functions run seamlessly.  The Executive Assistant should have a general understanding of public affairs at a day to day practical level, and be ready to support relationships with existing and potential constituents. This role requires the ability to be discrete and to safeguard sensitive or confidential information about their employer and business processes. 

By providing comprehensive support, the Executive Assistant enables the Executive Team to focus on strategic decision-making and long-term planning, ultimately contributing to the success of Janus of Santa Cruz’s substance use disorder treatment programs. With minimal direction and the ability to navigate ambiguity, the Executive Assistant identifies when senior leadership is over-burdened with details, advises the Executive Team on specific initiatives and decision-making processes, participating in strategic planning meetings and providing insights and recommendations. This role involves analyzing and synthesizing information from meetings to recap the best solutions and strategies, helping the Executive Team cut through complex issues and identify key priorities. With extensive experience in executive support, leadership, and process improvement, the Executive Assistant enhances the Executive Team s ability to lead the organization effectively. This support is vital for Janus of Santa Cruz as it strives to empower individuals to achieve long-term recovery and improve their quality of life through evidence-based practices and compassionate care.? 

Administrative Support:

• Manage the Executive Team s calendar, including scheduling meetings, appointments, and travel arrangements.?
• Prepare and edit correspondence, reports, presentations, and other documents.
• Reconcile credit card receipts for monthly reports. 
• Support CFO with invoice tracking and reimbursement monitoring. 

• Handle confidential information with discretion and professionalism. 

Collaborate with our Quality Improvement Team to interpret and disseminate KPI related data. 

• Coordinate and organize board meetings, including preparing agendas, materials, and minutes.? 

• Partner with Executive Assistant to manage events, unify communications, and ensure coordinated management of schedules, meetings, and events. 

• Provide comprehensive support to the Executive Team, facilitating smooth operations and strategic decision making.? 

Communication:

• Serve as the primary point of contact between the Executive Team and internal/external stakeholders.
• Screen and prioritize incoming communications, including emails, phone calls, and mail.
• Draft and proofread communications on behalf of the Executive Team
• Prepare slides and other visual material, including illustrations and data tables for meetings and presentations. 
• Delivers disappointing news with compassion and diplomacy while explaining the greater rationale. 

• Act as a liaison between the Executive Team and internal/external stakeholders, maintaining confidentiality and professionalism in all interactions. 

Project Management:? 

• Assist the Executive Team in managing and prioritizing various projects and initiatives.?
• Track progress and ensure timely completion of tasks and deliverables.
• Conduct research and gather information to support decision-making processes.
• Implement comprehensive long-term strategic market development plans, including fleet acquisition and deployment strategies.?

Event Coordination:? 

• Plan and coordinate events, conferences, and special meetings.?
• Handle logistics, including venue selection, catering, and guest accommodations.
• Ensure events run smoothly and address any issues that arise.
• Manage event team logistics, overseeing the coordination of venue logistics, staffing, and security for each event.?

Office Management:? 

• Maintain office supplies and equipment, ensuring a well-organized and efficient workspace.? 
• Oversee administrative functions, including filing, record-keeping, and office maintenance.? 
• Liaise with IT and other departments to resolve technical issues.? 
• Make recommendations for greater efficiency and leverage technology to avoid. replication and increase both visibility and group accountability 
• Implement and refine systems and processes to streamline office operations.? 

Financial Administration:

• Assist with budget preparation and expense tracking.?
• Process invoices, reimbursements, and other financial documents.?
• Ensure compliance with organizational policies and procedures.?
• Manage budgetary considerations related to event logistics, staffing, and talent acquisition.?

Strategic Advising:

• Advise the Executive Team on specific initiatives and decision-making processes.?
• Participate in meetings involving strategic planning, providing insights and recommendations.?
• Analyze and synthesize information from meetings to recap the best solutions and strategies.?
• Assist in cutting through complex issues to identify key priorities and actionable steps.

Requirements

• Bachelor's degree in business administration, Communications, or a related field, or equivalent experience. 

Working knowledge of budget cycles and general budget terms such as operating income, net operation income, and revenue streams 

• Minimum of five years of experience as an Executive Assistant or in a similar role.
• Experience in the nonprofit sector, particularly in behavioral therapy and/or substance use disorder treatment, is highly desirable.?
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.?
• Excellent organizational, time management, and multitasking skills.?
• Strong written and verbal communication skills.?
• Ability to work independently and as part of a team.
• High level of integrity and discretion in handling confidential information.
• Flexibility to adapt to changing priorities and work under pressure.?

Pay & Benefits
At Janus, base salary is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within a role. The base pay range for this role will be considered based on your job-related skills, training, qualifications, experience, and relevant education.
What We Offer:

• Amazing Benefits: Enjoy comprehensive medical, dental, and vision coverage, 12 paid holidays, retirement benefits, no-cost mental health counseling services, and 12 paid sick days per year.
• Impactful Work: Be at the forefront of transforming lives and communities.
• Collaborative Environment: Work with a dedicated team of professionals committed to holistic care and rehabilitation.
• Professional Growth: Seize opportunities to attend, participate, and speak at local and state-level meetings, events, conferences, and training.
• Supportive Culture: Thrive in a workplace that values your contributions and supports your professional development.

Janus of Santa Cruz maintains and promotes a working environment free from discrimination and harassment; and provides all current and prospective employees with equal opportunity in employment regardless of race, creed, color, national origin, ancestry, religion, disability, medical condition, sex, gender identity, physical characteristics, marital status, age, sexual orientation, organizational affiliation, veteran status, or past justice related situations.