Executive Assistant to the CEO

New Horizon Medical Solutions LLC.; Nashville (TN); On-site; USD 58,000 - 72,000; Full time

Benefits offered by this job

Benefits for full-time employees

Job summary

Raphah Institute in Nashville, TN, seeks an Executive Assistant to the CEO to organize calendars, meetings, and travel while ensuring confidential, efficient workflows. The role supports leadership in governance, fundraising, and strategic relationships.

The incumbent will manage schedules, prepare briefs, and handle post-meeting action items, with escalating decisions appropriately. This is a full-time, on-site position with a $58k–$72k annual target depending on experience.

Qualifications

• Experience coordinating multiple schedules in a complex environment.
• Excellent follow-through, organization, written communication, and attention to detail.
• Sound judgment about confidential information and when to act or elevate.
• Confidence with digital productivity tools and willingness to learn new systems, including responsible uses of AI.
• Ability to work respectfully and effectively with senior stakeholders and colleagues.
• Interest in building dependable processes and improving them over time.
• Experience supporting a senior leader or nonprofit is welcome but not required.

Responsibilities

• Coordinate the CEO’s calendar, meeting invitations, scheduling conflicts, preparation time, and travel within agreed priorities.
• Capture and track follow-ups, introductions, approvals, requested documents, and other CEO commitments through completion.
• Prepare meeting logistics, relevant materials, concise first-pass briefs, and post-meeting action lists.
• Support executive correspondence, board-related administration, travel arrangements, and document routing.
• Organize information from email, calendar, meeting notes, and approved systems so time-sensitive matters reach the CEO promptly.
• Document and improve recurring executive workflows, using approved productivity and AI tools with careful verification and confidentiality practices.
• Coordinate administrative handoffs with colleagues, board members, funders, partners, and advisors while preserving their decision authority.

Skills

Calendar coordination

Follow-through

Written communication

Attention to detail

Confidentiality

AI tooling

Cross-stakeholder collaboration

Process improvement

Tools

Productivity tools

Job description

Raphah Institute | Nashville, Tennessee | Full time | Nonexempt

Raphah Institute is seeking an Executive Assistant to the CEO to build dependable coordination around the CEO’s work. This person will help keep meetings, commitments, schedules, information, and follow-through moving so the CEO can devote more attention to organizational leadership, fundraising, governance, and strategic relationships.

The role begins with close collaboration and grows into ownership of defined executive support workflows. We are looking for someone who enjoys creating order around complex work, closes loops reliably, and knows when a decision belongs with the CEO or another organizational leader.

What you will do

• Coordinate the CEO’s calendar, meeting invitations, scheduling conflicts, preparation time, and travel within agreed priorities.
• Capture and track follow-ups, introductions, approvals, requested documents, and other CEO commitments through completion.
• Prepare meeting logistics, relevant materials, concise first-pass briefs, and post-meeting action lists.
• Support executive correspondence, board-related administration, travel arrangements, and document routing.
• Organize information from email, calendar, meeting notes, and approved systems so time-sensitive matters reach the CEO promptly.
• Document and improve recurring executive workflows, using approved productivity and AI tools with careful verification and confidentiality practices.
• Coordinate administrative handoffs with colleagues, board members, funders, partners, and advisors while preserving their decision authority.

What you bring

• Experience coordinating multiple schedules, requests, documents, or commitments in a complex environment.
• Excellent follow-through, organization, written communication, and attention to detail.
• Sound judgment about confidential information and about when to act, seek approval, or elevate.
• Confidence with digital productivity tools and willingness to learn new systems, including responsible uses of AI.
• Ability to work respectfully and effectively with senior stakeholders and colleagues across an organization.
• Interest in building dependable processes and improving them over time.

Experience supporting a senior leader, coordinating board logistics, or working in a nonprofit is welcome but not required. We value demonstrated capability and equivalent combinations of education, work, and practical experience.

This is a full-time, on-site position at Raphah Institute’s Nashville office, generally 40 hours per week. The position reports to the CEO and has no supervisory responsibility. It is classified internally as a Level 2 Executive Operations Coordinator in the Operations, People & Systems job family.

The CEO-approved hiring range for this Nashville Level 2 position is $27.88–$34.62 per hour, equivalent to approximately $58,000–$72,000 for 2,080 straight-time hours. Placement within the range will reflect relevant experience, demonstrated capability, internal equity, and Raphah Institute’s compensation practices. The position is nonexempt; hours worked must be recorded and overtime is administered in accordance with applicable law and organizational policy.

The position is eligible for Raphah Institute’s benefits for full-time employees, subject to the terms and eligibility requirements of the applicable plans. Benefit details will be provided during the hiring process.

About Raphah Institute

Raphah Institute works to transform harm into lasting safety through relational accountability, community repair, and durable stability. Visit https://www.raphah.org/ for more information.

Equal opportunity and accessibility

Raphah Institute is committed to nondiscrimination in employment. No person will be excluded from consideration, denied employment opportunities, or otherwise subjected to discrimination in Raphah Institute’s employment practices on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by applicable law. Reasonable accommodation may be made to enable qualified individuals with disabilities to participate in the application process and perform the essential functions of the position.