Executive Assistant at Channing House

Palo Alto, California, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jul, 26

Salary

145000.0

Posted On

04 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Strategic support, Executive support, Calendar management, Project coordination, Communication, Relationship management, Confidentiality, Decision support, Analytical skills, Problem-solving, Microsoft Office, Google Workspace, Emotional intelligence, Board support, Time management, Professionalism

Industry

Hospitals and Health Care

Description

Job Summary Nestled in a walkable neighborhood, Channing House is a leading not-for-profit Life Plan Community in Palo, founded in 1960. Our team of 195 staff members, from Front-Line to Leadership, drive the mission of Channing House, providing essential services to our 265 highly engaged residents who call Channing House their home. The Executive Assistant will exemplify our Core Values: Do the right thing; Be a team player; Focus on quality; Adapt to change. The Executive Assistant (EA) supports two members of the executive leadership team, the CEO and the Health & Wellness Administrator. The EA functions as an extension to these executives, serving as a trusted partner, and enabling them to focus on organizational leadership, strategy, and external relationships. This role requires exceptional judgment, discretion, and the ability to anticipate needs, manage priorities, and act on behalf of the executives when appropriate. The EA functions at a high level of autonomy, coordinating across the organization, ensuring seamless execution of the executives agendas. The EA performs duties on-site, generally Monday through Friday. Some evenings and/or weekends may be required, with advance notice. Together with the entire team at Channing House, this role contributes to promoting a healthy and vibrant home for our residents. Key Responsibilities The responsibilities of this role include, but are not limited to, the following: * Strategic & Executive Support * Act as a strategic thought partner to the CEO and Health & Wellness Administrator (executives), helping prioritize initiatives, manage competing demands, and tracking progress on key goals. * Serve as a gatekeeper for the executives’ time, aligning meeting requests with strategic priorities. * Anticipate executives’ needs by proactively identifying issues, preparing options, and recommending next steps. * Represent the executives internally and externally when appropriate, conveying intent, priorities, and decisions with clarity and authority. * Provide direct support for Board and Board committee activities, including meeting logistics, agenda development, materials preparation, and follow-up. * As needed, provide administrative support to the Chief Financial Officer, as well. * Operational & Organizational Leadership * Coordinate and monitor Executive-led initiatives and cross-functional projects; follow up on action items to ensure timely execution. * Prepare and review presentations for board meetings, executive meetings, resident meetings, and external engagements. * Maintain a forward-looking calendar that integrates strategic planning, governance obligations, and key stakeholder engagements. * Partner with senior leaders to align communication, scheduling, and execution of organization-wide priorities. * Communication & Relationship Management * Draft, edit, and manage correspondence on behalf of the CEO and Health & Wellness Administrator. * Build strong relationships across the organization to facilitate information flow and problem-solving. * Manage sensitive communications with discretion, professionalism, and emotional intelligence. * Develop and maintain positive image and relationships with trustees, staff, residents, families, business partners, and other external parties. * Confidentiality & Decision Support * Handle highly confidential information related to personnel, finances, strategy, and governance with absolute discretion. * Support decision-making by synthesizing information, highlighting risks and implications, and maintaining situational awareness of organizational dynamics. Required Skills and Qualifications are: * 3-5 years of experience supporting senior executives (CEO, President, or equivalent), preferably in complex organizations. * Bachelor’s degree or equivalent combination of education and experience. * Prefer experience communicating with and supporting Board and Board Committee meetings. * Demonstrated ability to operate as a strategic partner rather than solely an administrative support role. * Exceptional organizational, analytical, and problem-solving skills. * Superior written and verbal communication skills. * Proven ability to exercise sound judgment, maintain confidentiality, and manage ambiguity. * Exceptional at handling stressful situations with poise and confidence. * Advanced proficiency with Microsoft Office, Google Workspace, and executive-level communication tools. * Core Competencies * Executive presence and professionalism * Strategic thinking and anticipation * Discretion and trustworthiness * Emotional intelligence and relationship management * Attention to detail with a big-picture mindset * Ability to influence without authority Benefits: * Salary range: $93,000 - $145,000 annually * Health, Dental & Vision Insurance * Health Reimbursement Arrangement (HRA) * Accident, Life, and Disability Insurance * Employee Assistant Program (EAP) * Retirement Plan with employer match * Public Transit/Parking Reimbursement and Parking Pass * Discounted Meals * Tuition Reimbursement * Growth and Professional Development Opportunities * Social events with your fellow team members and our Residents throughout the year * Vacation, Paid Sick, and Holiday Pay For a complete job description, please email: recruiting@channinghouse.org [recruiting@channinghouse.org] Channing House Diversity Statement: Channing House 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. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation based on an individual's race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, or any other status protected by federal, state, or local laws. Channing House 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.

Responsibilities

The Executive Assistant acts as a strategic partner to the CEO and Health & Wellness Administrator by managing priorities, communications, and executive initiatives. The role also provides administrative support for board activities and ensures seamless organizational operations.