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Executive Assistant to the CEO

Location: All (Portland, OR / Remote as applicable)
Supervisor: Chief Executive Officer
Employee Classification: Exempt (Salaried), Full-Time
Hours: Full-Time, 40 hours per week
Compensation: $65k-$70K

Primary Function

The Executive Assistant to the CEO provides high-level, strategic, and operational support to the Chief Executive Officer of Portland Mental Health & Wellness (PMHW).

This role is designed to function as an extension of the CEO’s executive capacity, supporting decision-making, protecting time and focus, managing information flow, and ensuring consistent follow-through on priorities and commitments.

The Executive Assistant moves beyond traditional administrative support and is expected to operate with initiative, judgment, discretion, and autonomy, helping the CEO remain focused on the highest-impact leadership and strategic responsibilities.

Essential Functions

Executive Support & Information Management

• Provide comprehensive, CEO-dedicated executive support.
• Manage the CEO’s inbox end-to-end, including:
  • Triage, prioritization, and categorization of incoming messages
  • Drafting responses on the CEO’s behalf when appropriate
  • Tracking follow-ups and unresolved items
• Serve as the first-line filter for requests directed to the CEO, determining:
  • What requires CEO involvement
  • What can be delegated or redirected
  • What can be resolved administratively

Calendar & Time Management

• Maintain full ownership of the CEO’s calendar, including scheduling, rescheduling, declining, and gatekeeping meetings.
• Protect deep-focus, recovery, and strategic work time.
• Ensure meetings are aligned with organizational priorities and energy management.
• Enforce meeting standards, including agendas, preparation time, buffers, and debriefs.
• Anticipate conflicts and proactively resolve scheduling issues.

Task, Commitment & Project Management (ClickUp)

• Capture all verbal and written commitments made by the CEO.
• Translate commitments into structured execution using ClickUp as the system of record.
• Maintain ClickUp spaces, lists, tasks, dashboards, and dependencies.
• Track timelines, risks, blockers, and waiting-on items.
• Proactively follow up with stakeholders to ensure completion without requiring CEO reminders.
• Maintain executive dashboards reflecting:
  • Top initiatives
  • Status indicators (e.g., Green/Yellow/Red)
  • Risks and bottlenecks
  • Decisions needed from the CEO

Meeting Support & Follow-Through

• Prepare briefing materials prior to meetings, including context, background, and decisions needed.
• Attend select meetings as needed to:
  • Take structured notes
  • Capture decisions and commitments
  • Identify follow-up actions
• Distribute meeting summaries promptly.
• Update ClickUp tasks and notify task owners after meetings.
• Ensure follow-through and accountability.

Daily Executive Alignment & Decision Support

• Lead daily executive alignment check-ins with the CEO.
• Synthesize inputs across email, calendar, ClickUp, and communications.
• Surface:
  • Top daily priorities
  • Emerging risks or issues
  • Decisions required
  • Items that can be resolved without CEO involvement
• Present recommendations and options, not raw information.

Communication & Coordination

• Draft internal communications, leadership updates, announcements, and follow-ups.
• Manage communication flow via Google Workspace and Google Chat.
• Coordinate with leadership, administrative, and clinical teams to ensure clarity and alignment.
• Maintain consistency of executive voice, tone, and values.

Confidentiality, Judgment & Discretion

• Handle highly sensitive executive, personnel, clinical, and organizational information with strict confidentiality.
• Exercise sound judgment in determining what requires escalation.
• Escalate promptly when issues involve legal risk, patient safety, reputational risk, or time-sensitive decisions.
• Maintain discretion and professionalism at all times.

Continuous Improvement & Systems Development

• Identify workflow inefficiencies and operational friction points.
• Propose and implement process improvements and automation where appropriate.
• Standardize repeatable executive workflows.
• Maintain and update executive support systems and documentation as needs evolve.

Performance Requirements

Knowledge

• Knowledge of or willingness to learn PMHW policies, procedures, and organizational structure.
• Strong understanding of confidentiality and HIPAA requirements.
• Knowledge of executive operations, workflow optimization, and project tracking systems.
• Knowledge of Google Workspace and web-based applications in a Mac/Chrome environment.

Skills

• Executive-level written and verbal communication.
• Strategic prioritization and systems thinking.
• Task and project management using ClickUp.
• Ability to synthesize complex information into clear actions and decisions.
• Professional discretion and judgment.

Abilities

• Ability to anticipate needs and act proactively.
• Ability to operate independently with minimal supervision.
• Ability to adapt quickly to changing priorities and high-volume demands.
• Ability to maintain composure and clarity in a fast-paced environment.
• Ability to build effective working relationships across leadership, clinical, and administrative teams.

Minimum Qualifications

• Demonstrated experience supporting a CEO or senior executive.
• High organizational capacity and attention to detail.
• Comfort managing complex workflows and competing priorities.
• Strong alignment with PMHW’s mission, values, and commitment to equity.
• Demonstrated commitment to confidentiality and ethical conduct.
• Ability to work with Mac OS, Google Workspace, ClickUp, and web-based systems.

Equipment Operated

Standard office equipment including computers, phones, and video conferencing tools.

Work Environment

Office and/or remote work environment. Work involves extended periods of sitting, screen use, and cognitive focus. The role may involve exposure to emotionally complex material and requires the ability to tolerate high responsibility and mental demand.

Disclaimer

This job description is intended to describe the general nature and level of work performed. Responsibilities, knowledge, skills, and working conditions may change as organizational needs evolve. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.