Executive Assistant & Operations Manager

Council on Alcoholism and Drug Abuse•Santa Barbara, CA

About The Position

The Executive Assistant & Operations Manager to the Executive Director/President provides high-level executive, administrative, and operational support to the Executive Director/President of the organization. This hybrid role serves as a trusted strategic partner, ensuring the Executive Director/President’s priorities, daily operations, and organizational systems run efficiently and effectively. The position requires strong judgment, discretion, adaptability, and the ability to manage both executive-level support and operational oversight. General duties, overall goals of the position.

Requirements

3+ years of experience providing executive-level administrative, operational, or management support.
Strong organizational, project management, and time-management skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Demonstrated ability to work independently, exercise discretion, and adapt to changing priorities.
Proficiency in Microsoft Office, Google Workspace, and project management or scheduling tools.
Bachelor’s degree or equivalent professional experience required.

Nice To Haves

Master’s degree in communications, Education, Project Management, or a related field preferred, or Six Sigma certification.

Responsibilities

Serve as the primary gatekeeper for the Executive Director/President, managing complex calendars, scheduling meetings, and prioritizing requests based on organizational priorities.
Anticipate the Executive Director/President’s needs and proactively prepare materials, briefings, and background information for meetings, presentations, and engagements.
Assist the Executive Director/President with a wide range of administrative, operational, and strategic tasks as needed to support organizational effectiveness.
Attend to personal tasks as assigned by the Executive Director/President, exercising discretion and professionalism at all times.
Coordinate travel arrangements, itineraries, and logistics to ensure efficient use of the Executive Director/President’s time.
Support the Executive Director/President in managing and tracking organizational priorities, initiatives, and deadlines.
Draft, edit, and review correspondence, reports, presentations, and briefing materials on behalf of the Executive Director/President.
Monitor action items resulting from executive meetings and ensure timely follow-up and completion.
Provide operational and administrative support across departments to align activities with executive direction.
Oversee and manage day-to-day operational functions to support the Executive Director/President and ensure organizational efficiency.
Develop, implement, and improve operational processes, policies, and procedures to enhance productivity and accountability.
Coordinate cross-departmental workflows and support staff in executing operational priorities.
Track operational metrics and prepare reports to support executive decision-making.
Assist in project management efforts, ensuring timelines, deliverables, and resources are effectively managed.
Act as a liaison between the Executive Director/President and board members, senior leadership, staff, and external stakeholders.
Manage incoming communications with professionalism and discretion, responding or escalating matters as appropriate.
Facilitate effective communication across the organization on behalf of the Executive Director/President.
Coordinate board and committee meetings, including scheduling, logistics, and preparation of materials.
Take, prepare, and maintain accurate board and committee meeting minutes.
Track board action items and ensure appropriate follow-up and documentation.
Maintain confidential board records, resolutions, and governance documents in compliance with organizational requirements.
Handle highly sensitive and confidential information with discretion, integrity, and professionalism.
Exercise sound independent judgment when managing urgent or complex matters in the Executive Director/President’s absence.
Represent the Executive Director/President and the organization professionally in all interactions.
Identify and recommend improvements to executive workflows, administrative systems, and operational processes.
Lead or support special projects and initiatives as assigned by the Executive Director/President.
Conduct research, analyze data, and prepare summaries or recommendations to support executive planning and decision-making.