What are the responsibilities and job description for the Executive Assistant position at McAlister Institute for Treatment & Education, Inc.?

What We Do

Founded in 1977 by Jeanne McAlister, a pioneer in the field of recovery, McAlister Institute has become one of the most critical lifelines for San Diegans impacted by substance use and co-occurring mental health disorders. With 24 programs across 24 locations and a strong partnership with the County of San Diego, McAlister serves over 18,000 individuals each year, offering a full continuum of care spanning prevention, outreach, intervention, treatment, supportive housing, and aftercare. McAlister is a bridge to a full network of support, providing services that are targeted, evidence-based, trauma-informed, culturally competent, and co-occurring capable.

Most importantly, McAlister’s high-quality, affordable services are delivered with dignity and respect, welcoming individuals of all genders, ethnicities, and socioeconomic backgrounds. Guided by a belief in each person’s potential for positive change, the organization is dedicated to supporting recovery through professional services, compassionate counseling, and community support—ultimately healing lives and transforming communities through the miracle of recovery.

LEADERSHIP & CULTURE

This is an exciting time in McAlister’s history : in August of 2024, Executive Director Marisa Varond succeeded founder Jeanne McAlister, who transitioned to an advisory role after an amazing 47 years at the Institute’s helm. A 13-year veteran of the organization, Marisa brings deep experience at McAlister to the CEO role, having served in a range of program and development roles. As a member of McAlister’s Executive Team, Marisa helped to grow the agency from a team of 178 staff and annual revenues of $8M to more than 400 employees and an annual budget of $58M. As the granddaughter of a recovering alcoholic, Marisa deeply understands the generational impact of this work and is uniquely qualified to carry Jeanne’s legacy into the future. A collaborative leader, Marisa is passionate about building a culture that aligns the strengths and talents of employees with the agency’s goals and takes great pride in supporting her team and building strong relationships. Reflective of this culture of leadership, commitment, and continuity, McAlister’s Executive Team members have an incredible average tenure of nearly 16 years with the organization.

COMPENSATION & BENEFITS

Salary – $36.00 - $46.00 / hour ($74,880 - $95,680 / year)
Medical, dental, and life and disability insurance
403(b) plan with 100% match up to 6% of salary
Annual PTO : 13 paid holidays, 10 paid days off, 69 hours paid sick leave.

LOCATION

This is an in-person role with an office located at 1400 N. Johnson Ave., Suite 101, El Cajon, CA 92020.

POSITION SUMMARY

As a key partner to the CEO, the Executive Assistant (EA) will ensure seamless daily operations, expertly managing schedules, priorities, and projects. This newly created position also provides critical support to the CEO and serves as the primary liaison to McAlister’s Board of Directors, facilitating communication and coordination at the highest levels. This is a high-impact, fast-paced position. In addition to supporting the CEO, the EA will provide essential support to other C-suite executives, ensuring alignment across leadership functions. The EA will be a proactive problem solver who anticipates needs, navigates challenges with ease, and drives initiatives to completion. With a strong project management mindset and exceptional attention to detail, the EA will be instrumental in optimizing executive efficiency—empowering leadership to focus on advancing McAlister’s mission.

Anticipated focus allocation for this position :

General administrative support, technical writing, and communications, especially focusing on Board liaison responsibilities and agency-wide document management.

Calendar management, agenda setting, team coordination, and scheduling

Expense reports, travel coordination, logistics, and some personal assistance

Project management

DUTIES & RESPONSIBILITIES

Executive Office Support :

Act as the primary liaison to the CEO, optimizing her time and efficiency in response to shifting priorities.

Oversee the executive office for the CEO, including setting agendas for team meetings and one-on-ones, tracking action items, and managing projects and deliverables.

Thoughtfully plan and manage the CEO’s schedule to align with key priorities, coordinating seamlessly with internal and external stakeholders. May include some personal assistance.

Maintain close and regular communication with the CEO to ensure thorough preparation for upcoming commitments and requests for her time.

When appropriate, prepare or coordinate necessary materials for CEO meetings; attend meetings as requested to take notes and document follow-up actions.

Support the CEO in staying informed and on track with grant reporting, funder relationships, and program deadlines.

Assist in preparing documents and presentations for Board meetings, funder engagements, and community events.

Oversee and manage all events and travel logistics.

Facilitate communication and correspondence between the CEO and the Board of Directors, staff, donors, and other key stakeholders.

Provide additional support to C-suite executives, as needed.

Proactively anticipate administrative support needs to ensure the overall efficiency of McAlister’s operations.

Serve as a backup for office administration, including answering phones, retrieving mail, and general office coordination.

Lead or support special projects and initiatives as needed.

May also support corporate communications and agency branding guideline initiatives.

Board of Directors Support :

Plan, coordinate, and attend all Board and committee meetings, retreats, and special events, providing administrative support, including preparing and distributing agendas, presentations, and drafting minutes.

Arrange logistics for in-person Board meetings, including preparing conference rooms and necessary materials.

Develop and implement strategies for Board member recognition and stewardship initiatives.

Manage highly sensitive information, files, records, and reports with professionalism, discretion, and confidentiality.

Handle matters with the highest level of discretion, ensuring timely execution and proactive follow-up on all assigned projects.

BACKGROUND PROFILE

A positive, team-oriented, can-do attitude.

Demonstrated experience working in administrative roles that required managing multiple executives.

Strong calendaring, organizational, and document management skills, with an aptitude for attending to many details at once while keeping in mind the larger picture.

Ability to self-start, manage up, work independently once given assignments, and achieve high standards to meet multiple deadlines. Willingness to have the work assigned varies, with some constant elements and some ever-changing.

Strong project management experience, an ability to stay organized and on deadline while juggling both the macro and micro details of the job.

Excellent communicator between and among people, backed by diplomacy and exceptional service orientation; skilled in the art of interpersonal relationships.

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).

Salary : $74,880 - $95,680

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