Executive Assistant Jobs

We need hope-bringers and changemakers — because the work we all do matters. If you’re passionate about making an impact with your time and being someone’s light in the darkness, we want you on our team.

Come Join Us to Do Mission-Based, Meaningful Work

Who We Are

Gaudenzia is one of the largest nonprofit providers of treatment to people with substance use and co-occurring disorders in the nation. We operate in Pennsylvania, Delaware, Maryland, and Washington, D.C.  

Our caring, compassionate team is on a mission to save thousands of lives each year and bring hope to people devastated by substance use disorder. Together, we help individuals, families, and communities heal and thrive in the face of one of the most devastating public health crises of our time.

As our organization grows and evolves to meet the needs of our clients and communities, we’re seeking passionate, empathic individuals to help us make an impact. With your help, we can turn the tide on substance use disorder.    

Who You Are

You have the ability to work in a fast-paced, high visibility role that requires superior levels of discretion, integrity, good judgment, and professionalism in dealing with senior executives inside and outside of the company. You understand business priorities, demonstrate the ability to proactively anticipate needs, drive improvements, own and complete complex tasks and projects quickly, react with appropriate urgency to situations that require a quick turnaround, and proactively solve difficult or complex problems. Lastly, you are exceptionally organized and detail orientated.

What You'll Do At Gaudenzia

• Secure and manage travel arrangements, often including complex logistics ·
• Anticipate follow-ups and proactively manage upcoming needs · Provide support on special projects as needed ·
• Scribe, prepare and distribute meeting minutes and other applicable minutes
• Provide administrative support to supervisor
• Assist in research, planning and/or development of new or restructured programs
• Build internal and external partnerships and coordinate work efforts across functions ·
• Compose, compile and prepare data and information as required for audits, proposals and reports
• Design and implement processes across programs and regions to ensure clear communication, efficiency, and operational excellence ·
• Own and manage expense reporting and reconciliation, records management, materials preparation, and other duties as required ·
• Schedule and coordinate meetings, events appropriately
• Project Management
• Own and manage complex executive calendars and scheduling requirements
• Act a liaison between Executive staff and others
• Maintain current organizational charts and Executive Bio's
• Aid executive in preparing for meetings
• Ensure the maintenance and safekeeping of files/records in accordance with all regulation in a confidential organized manner
• Develop and implement communication and reporting systems to facilitate through communication with the Corporate,region, program and other applicable resources
• Provide top-level senior executive support while maintaining high levels of discretion, professionalism and judgment in a fast-paced, high visibility environment
• Calendar management for executives
• Review and update policy and procedures as needed in conjunction with supervisor
• Responding to emails and document requests on behalf of executives
• Act as liaison with direct reports, other internal teams/organizations, and external partners
• Support Board activities and documenting meetings.
• Manage/track administrative activities and help drive completion of key deliverables, including analyses, reports, write-ups, etc. ·
• Draft slides, meeting notes and documents for executives

Benefits & Perks:

Gaudenzia is a diverse, inclusive workplace where purpose-driven people thrive. We think our team members are real heroes, and we believe those who devote their lives to making the world a better place deserve competitive salaries, generous health benefits, and unbeatable work-life balance in return.

Benefits & Perks at Gaudenzia include:

• Full reimbursement for the cost of professional license/certification renewals
• 403(b) Retirement Plan with an Employer Match Up to 5%
• Paid Bereavement Leave
• Paid Time Off (PTO) Accruals at 80 hours minimally during your 1st year of employment
• Accidental Death & Dismemberment Insurance (At No Cost)
• Vision Insurance
• Various Supplemental Benefits (Aflac, Legal, Identity Theft & FSA)
• Dental Insurance (At No Cost)
• Vacation Accruals at 80 hours minimally during your 1st year of employment
• Employee Assistance Program
• Medical Insurance
• Life Insurance (At No Cost)
• Education Assistance Benefit (Tuition Reimbursement)
• You generate two banks of time off: Personal and Vacation
  • Paid Time Off (PTO) Accruals at 80 hours minimally during your 1^st year of employment
  • Vacation Accruals at 80 hours minimally during your 1^st year of employment
• 10 Paid Holidays Per Calendar Year
• Short-Term Disability Insurance (At No Cost)

Gaudenzia is an equal opportunity employer. We do not practice or permit discrimination based on race, gender, gender identity, gender expression, sexual orientation, age, national origin, religion, creed, disability, or veteran’s status.

Qualifications for this Role:

Education: Bachelor’s degree or equivalent credits towards Bachelor’s degree

Experience: Two (2) years clerical and administrative experience

Additional Qualifications:

• Strong ability to multitask and troubleshoot under tight deadlines; and possess strong attention to detail
• Proven ability to prioritize needs and tasks and problem solve quickly
• Experience with meeting management
• Experience working with a Board of Directors as it relates to arranging meetings and recording minutes
• Experience with executive level calendar management
• Expertise in full suite of Microsoft Office Products
• Ability to handle sensitive and confidential situations with diplomacy
• Proven ability to work in a highly ambiguous environment
• Proven ability to handle administrative details independently, while exercising good judgment in keeping team members informed
• Experience with providing service to an entire team of executive level leaders that ensures outstanding communication and responsiveness with a positive attitude with a willingness to be a team player
• Previous experience with program and/or project management
• 5+ years of experience as an Executive Assistant
• Excellent communication skills, both written and verbal

What Matters to Us? Our Mission & Our Operating Principles

Our Mission 
Gaudenzia aspires to connect individuals and families to addiction and mental health treatment so they can attain long-term recovery and achieve a fulfilling life embraced by a broad community of mutual support. 

Our Operating Principles:

We, as members of the Gaudenzia Team, are committed to these principles. They guide the way we perform Gaudenzia business, every day.

1. We hold client care as our top priority.
2. We assume good intentions.
3. We are present, we connect, and we communicate with transparency, dignity, and respect.
4. We make data-driven decisions with courage, challenge the status quo, and find innovative ways to grow Gaudenzia and each other.
5. We support each other publicly and privately in all circumstances.
6. We provide and accept constructive, honest, respectful, and timely feedback with an open mind and without personalization.
7. We operate with integrity, focus on outcomes, and have a bias for action.
8. We follow through on agreements and honor commitments prioritized with a sense of urgency — someone’s life may depend on it.

Gaudenzia is proud to be an employer of choice — and a treatment provider of choice — in the substance use and co-occurring disorders treatment field. We work hard to foster an inclusive, supportive environment where our employees and clients always feel safe and welcome. Come work with us!