Executive Assistant to the CEO

Clubhouse International Position Announcement

Job Title: Executive Assistant to the CEO

Location: Remote

Reports To: Chief Executive Officer (CEO)

Employment Type: Full-time, Exempt

About Us

Clubhouse International is a mission-driven, growing multi-national nonprofit organization dedicated tostrengthening a global network of psychosocial rehabilitation programs called Clubhouses, and promoting the Clubhouse Model as an effective solution to the challenges of living with mental illness. We provide guidance, training, technical assistance, consultation, conferences, leadership development, advocacy, branding and communications, and quality assurance programs for participating Clubhouses and their members, staff, board members and other interest groups. Additionally, we disseminate information relating to the Clubhouse Model and its effectiveness in helping people living with mental illness achieve recovery through various private and public forums. We are a highly focused organization driving sustainable and meaningful change in the world of mental health.

Position Summary

We are seeking an exceptionally organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative support to the CEO. This individual will serve as a trusted partner, managing key administrative operations, prioritizing tasks, coordinating key initiatives, and helping to ensure the CEO’s time is aligned with organizational priorities.

Key Responsibilities

Executive Support

• • Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel.
  • Anticipate needs and proactively manage communications and logistics.
  • Coordinate and prepare as needed key briefing materials, agendas, presentations, and reports for internal and external meetings.
  • Attend and document key meetings as needed; track follow-up items and ensure timely execution.
  • Act as a liaison between the CEO and staff, board members, donors, and external stakeholders as needed

Communications & Correspondence

• • Receptionist responsibilities for remote phones
  • Draft, proofread, and manage correspondence on behalf of the CEO.
  • Ensure timely and professional responses to internal and external inquiries.
  • Maintain confidentiality and handle sensitive information with discretion.

Project & Operations Support

• • Coordinate cross-functional projects and initiatives led by the CEO as assigned.
  • Monitor progress on key strategic objectives as assigned, keeping the CEO informed and aligned.
  • Support board of directors' communications, including meeting logistics, minutes, and record-keeping.
  • Look for and lead opportunities for better operational efficiency.
  • Assist with the coordination and implementation of Clubhouse International World Seminars and other Clubhouse International conferences as assigned.

Administrative & Office Management

• • Organize and maintain executive files, records, and databases.
  • Reconcile expense reports and process reimbursements.
  • Oversee occasional event planning and coordination (e.g., retreats, board events).

Qualifications

• • Minimum of 3 years of experience as an Executive Assistant, ideally supporting C-level leadership.
  • Prior experience in a nonprofit setting is highly preferred.
  • Exceptional organizational and time-management skills with a keen attention to detail are essential.
  • Strong written and verbal communication skills are essential.
  • High level of integrity and discretion in handling confidential information is essential.
  • Tech-savvy: proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms (Zoom, Teams) is required.
  • Ability to work independently and manage multiple priorities in a remote environment while maintaining timely forward progress is important.
  • Fluency in spoken and written English is required; additional languages are a plus.

Preferred Attributes

• • Mission-driven and aligned with the values of the organization.
  • Strong interpersonal skills with a collaborative spirit.
  • Problem-solver who takes initiative and thrives in a dynamic, evolving organization.
  • Experience supporting or engaging with a nonprofit board is a plus.