WellSpace Health is hiring: Senior Executive Assistant in Sacramento

Senior Executive Assistant

Department: Administration

Location:  Admin

Reports to:  CEO

Status: Full-Time

FLSA: Exempt

Pay Range: $87,360 - $108,500/year
EEO-1:  Professional

Organization Information

WellSpace Health believes that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. We see you and are here for you. To that end, we’ve committed ourselves to finding solutions for our community’s health and well-being to achieve regional health through high-quality comprehensive care.

Our focus has always been to offer a full range of quality medical care, dental care, mental health, and behavioral health services, and enabling services to underserved people.  We do this by placing ourselves within the communities we serve and employing outstanding healthcare professionals who are devoted to our mission.

We are a Federally Qualified Health Center (FQHC) and are accredited by the Joint Commission for Ambulatory Care and Behavioral Health. We’re also certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home.

Position Summary

The Senior Executive Assistant to the CEO will play a critical role in the efficient management of the CEO’s office, acting as a key liaison between the CEO and internal/external stakeholders.

The Senior Executive Assistant to the CEO will ensure the effectiveness of the CEO by providing strategic and operational support, being highly organized, being proactive and adept at managing complex schedules, handling confidential information, and facilitating smooth communication across the organization. This role requires a high level of discretion, excellent communication skills, and the ability to anticipate the needs of the CEO.

Required Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• CEA and/or CAP preferred.
• Minimum of 10 years of experience in senior management, Senior Executive Assistant role, preferably within a nonprofit organization.
• Maintain confidentiality and discretion regarding sensitive matters and strategic initiatives.
• Proven experience in strategic planning, operations management, and project management.
• Exceptional organizational and time management skills with the ability to prioritize and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills, with the ability to distill complex information for various audiences.
• Strong analytical and problem-solving abilities, with experience in using data to inform decision-making.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe, Teams and other relevant software (e.g., Google Workspace, Zoom).
• Proactive in identifying challenges and providing solutions to support the CEO’s effectiveness.
• Ability to build strong relationships with the CEO, board members, staff, and external partners. A collaborative approach and a high degree of emotional intelligence.
• Deep commitment to the organization’s mission and values, with a passion for nonprofit work and community impact.

Essential Responsibilities

• Manage the CEO’s schedule, including coordinating meetings, appointments, and travel arrangements. Ensure the CEO’s time is optimized and aligned with organizational priorities.
• Serve as the primary point of contact for the CEO, handling correspondence, phone calls, and inquiries. Draft, proofread, and edit emails, letters, and other communications as needed.
• Prepare agendas, organize materials, and take minutes for meetings. Ensure follow-up on action items and maintain accurate records.
• Plan and coordinate the CEO’s travel, including booking flights, accommodations, and transportation. Prepare detailed itineraries and manage travel-related expenses.  Will also allocate and manage corporate card expences.
• Organize and maintain files, documents, and records for the CEO’s office, ensuring easy access and retrieval of important information.
• Represent the CEO in meetings and at events when required.
• Assist the CEO with special projects, research, and preparation of reports or presentations. Manage project timelines and deliverables as assigned.
• Support the CEO in preparing for board meetings, including drafting agendas, compiling materials, and ensuring timely communication with board members.
• Coordinate logistics for events, meetings, and other activities led by the CEO, both internally and externally.
• Handle confidential information with the utmost discretion, maintaining the privacy and integrity of all communications and documents.
• Work closely with the CEO to develop and implement strategic initiatives, ensuring alignment with the organization’s mission and goals.
• Oversee day-to-day operations, ensuring the CEO’s agenda and priorities are executed efficiently. Manage key projects, timelines, and deliverables.
• Serve as a liaison between the CEO and internal/external stakeholders and Partners ensuring clear and consistent communication. Prepare briefing materials, reports, and presentations for the CEO.
• Coordinate executive team meetings, track progress on strategic goals, and ensure alignment across departments.
• Lead or support high-impact projects as directed by the CEO, including cross-functional initiatives, organizational assessments, and capacity-building efforts.
• Coordinate with other members of the executive team to ensure seamless execution of the organization’s strategic plan. Provide leadership and guidance to staff as needed.
• Anticipate challenges and provide solutions to ensure the CEO’s focus remains on high-priority tasks and organizational goals.
• Handle sensitive information with the highest level of confidentiality.
• Perform other administrative tasks and support functions as required to assist the CEO in fulfilling their role.

Physical Demands and Work Environment

The work environment is characteristic of an office environment.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to handle, or feel.  The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.   The employee must also possess hearing and speech to communicate in person and over the phone.  The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances, and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care.  The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

WellSpace Health is committed to the principles of equal employment.  We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations.  WellSpace Health intends to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws.  WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WellSpace Health is an Equal Opportunity Employer