Executive Assistant

Are you a proactive, detail-oriented professional with a passion for excellence? Do you thrive in fast-paced environments and love being the right hand to top executives? If so, we want you on our team! You will work closely with leadership, building rapport and helping the team to run efficiently. This role demands heavy proactive calendar management and requires mastery of manipulating daily calendars, resilience, flexibility, and problem-solving abilities. You will coordinate regularly with other Executives’ schedules and administrative support staff across Janus. With time, you will develop a good sense of priorities and leadership needs and be able to proactively anticipate administrative tasks accordingly. You will be expected to balance and prioritize a wide range of projects and tasks simultaneously while working in a fast-paced environment, with attention to detail, accuracy and timeliness. This role includes the set-up and organization of occasional larger team-wide meetings on and off campus and running day-of logistics.

We believe the role would place you in a highly energized environment were helping people and acting as a trusted resource to others will provide extraordinary support for the substance use disorder treatment programs, team members and our community. Being organized, analytical and enjoying both providing support and independent problem solving will help optimize navigating new and different tasks every day. Janus is committed 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

Key Qualifications

• Experience working in a healthcare or other community service (education, local government) organization, particularly a non-profit, is of great interest.
• Ability to thrive in a fast-paced deadline driven environment while maintaining composure under pressure.
• Possess a “can do” attitude and comfortable operating as part of a greater team and other administrative assistants that support one another.
• Comfortable with taking guidance from our senior leadership team as well as partnering with their staff for guidance on priorities and needs.
• Excellent negotiation skills and strong interpersonal relationship skills is a plus.
• Enjoys challenging calendar management tasks while prioritizing many competing requests with minimal guidance.
• Accustomed to problem-solve issues in a timely manner and proactively communicate decisions to appropriate individuals.
• Extremely organized and has an exceptional response rate and willingness to be available as needed.
• Great reputation for working in a team environment and acting with integrity.
• Excellent written and verbal communication with a strong sense of professionalism
• Ability to exercise good judgement when exposed to highly confidential information.
• Interest and creativity in building team culture and fostering a positive and productive work environment.
• Must be able to work with little supervision on daily assignments and working autonomously, handling critical and confidential information while also dealing with ambiguity. In this role you will need to fill in the blanks as much as possible.
• Proficiency with a variety of technologies and software tools — and a proven track record to pick up new ones as they arise — including MS software like Calendar, Power Point, Excel, Word, Pages, and Numbers, and collaboration tools like MS Teams.
• Undertakes additional responsibilities as directed

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 is between $80,000 and $90,000 annually and your base pay will be considered on your job-related skills, training, qualifications, experience, and relevant education.

You’ll also receive access to benefits including comprehensive medical, dental, and vision coverage,12 paid holidays, retirement benefits, no cost mental health counseling services, and 12 paid sick days per year!

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

• 3 or more years of relevant healthcare administrative/operational experience is required.
• 3 to 5 years of relevant for profit or non-profit executive assistance experience (Preferred)
• BA/BS degree preferred in healthcare field, communications,
• Significant demonstrated aptitude for discretion and confidentiality in the handling of sensitive issues
• 5 years of experience with Microsoft Office applications and project management software tools
• Several years of professional experience and strong computer literacy
• Ability to participate in developing project scope, managing project schedules, and following up with stakeholders appropriately.
• Superior organizational skills including excellent written and verbal communication.