Executive Assist / Board Liaison

Centerstone of Florida; Nashville (TN); On-site; USD 65,000 - 85,000; Full time

Job summary

Centerstone seeks an experienced executive assistant to provide high-level support to the CEO and Board of Directors. The role coordinates calendars, meetings, travel, and governance activities, ensuring accurate documentation and timely follow-up.

You will manage confidential information, prepare agendas and minutes, support budgeting processes, and train board members on portal tools. This on-site position requires strong organizational and communication skills and a collaborative approach to

Qualifications

• Bachelor's degree in business administration, Healthcare Administration, Public Health, or related field.
• Four years of relevant experience may be accepted in lieu of the degree.
• Master's degree preferred.
• Four years of experience supporting an executive level position.
• Experience coordinating complex projects or governance activities.

Responsibilities

• Provide executive-level administrative support for the assigned executive and maintain records.
• Maintain calendar, schedule meetings, arrange travel, and coordinate board meetings.
• Prepare agendas, minutes, reports, and presentations.
• Support various projects and coordinate project plans.
• Facilitate board recruitment and onboarding.
• Maintain board portal knowledge and train users.
• Support fiscal review and budgeting processes.

Skills

Project management

Governance knowledge

Communication skills

Confidential data handling

Regulatory knowledge

MS Office

Executive presentations

Education

Bachelor's degree

Master's degree preferred

Job description

Centerstone is among the nation's leading nonprofit behavioral health systems with thousands of employees dedicated to delivering care that changes people's lives. A dynamic, well-established organization, we offer rewarding opportunities to serve all ages in a variety of settings. Come talk to us about joining the Centerstone team!

JOB DESCRIPTION

SUMMARY OF POSITION

Provides high-level executive, operational, governance, communications, and project coordination support to a Centerstone CEO and Board of Directors. Serves as a key liaison with internal and external stakeholders, supports leadership and governance activities, manages complex administrative processes, and helps advance organizational priorities through effective coordination, documentation, follow-up, and communication.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provides executive level administrative support for assigned executive. Maintains records, schedules meetings, screens visitors and phone calls, emails and physical mail.
• Maintains the executive's calendar; schedules meetings, arranges meeting rooms, facilities, accommodations. Makes and confirms travel plans. Coordinates and attends board meetings and workgroup meetings. Coordinates communication around upcoming events. Provides support at Board Events (i.e. All Boards Conference).
• Prepares agendas, meeting minutes, collects reports for board meetings. Prepares presentations and ensure accurate data and information. Maintains designated calendars.
• Supports various projects and coordinates project plans.
• Establishes and maintains positive working relationships with management team, Board of Directors Chair, Board Officers, Committee Chairs and the employee population.
• Assumes responsibility for Board and Administrative records including preparing, creating, distributing and maintaining records such as meeting attendance, board meeting materials, resolutions, annual conflict of interest statements, annual calendar of accountability and other board actions. Works with Board Secretary to execute documents on behalf of the board.
• Maintains assigned directories and resources guides, including maintenance of board member information.
• Facilitates board recruitment process by supporting the CEO, board officers/members, and potential board members from first contact through orientation and onboarding.
• Demonstrates working knowledge of Centerstone's board portal, by creating and maintaining appropriate information for board members and conducting trainings as appropriate. Maintains and utilizes various systems to ensure efficient processes in executive office.
• Supports executive office fiscal review and budgeting process. Maintains expense reports, follows AP/AR processes.

For Research Institute

Research dissemination support includes track and maintains records of publications and presentations, coordinating dissemination of research findings with internal and external stakeholders.

Coordinate the collection, compilation, and distribution of portfolio status reports and leadership review materials by partnering with project and department leaders.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of healthcare, quality improvement, patient safety, research administration, or governance processes preferred.
• Strong organizational and project management skills.
• Strong written, verbal, and interpersonal communication abilities.
• Ability to manage highly confidential and sensitive information.
• Knowledge of applicable regulatory guidelines and codes, agency policies and procedures, and federal and state laws
• Proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, and Teams
• Ability to create executive-level presentations, reports, and communication materials.

QUALIFICATIONS

Education Level

Bachelor's degree in business administration, Healthcare Administration, Public Health, or related field required. Four years of relevant experience may be accepted in lieu of the degree.

Master's degree preferred.

Years of Experience

Four years of experience supporting an executive level position required.

Experience working in healthcare environments, with demonstrated experience coordinating complex projects or governance activities required.

Project management and board liaison experience preferred.

Certification/Licensure

N/A

Physical and Work Environment Requirements

Work is performed in an office, clinical, residential, and/or community-based environment depending on role and assignment. The position may involve routine use of office, clinical, or electronic systems and equipment. Duties may require prolonged periods of sitting, standing, walking, and working at a computer. Work hours may include evenings, weekends, holidays, or extended shifts based on program needs. This position is classified as sedentary work. Sedentary work involves exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise mo