Executive Assistant & Operations Manager

Benefits

• 403b
• Dental insurance
• Health insurance
• Paid time off

Since 1949, the Council on Alcoholism and Drug Abuse (CADA) has delivered programs and services focused on the education, prevention, and treatment of substance abuse and co-occurring mental health conditions affecting youth, adults, and families throughout Santa Barbara County.

The Executive Assistant & Operations Manager to the Executive Director/President provides high-level executive, administrative, and operational support to the Executive Director/President of the organization. This hybrid role serves as a trusted strategic partner, ensuring the Executive Director/President’s priorities, daily operations, and organizational systems run efficiently and effectively. The position requires strong judgment, discretion, adaptability, and the ability to manage both executive-level support and operational oversight.

General duties, overall goals of the position.

• 3+ years of experience providing executive-level administrative, operational, or management support.
• Strong organizational, project management, and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Demonstrated ability to work independently, exercise discretion, and adapt to changing priorities.
• Proficiency in Microsoft Office, Google Workspace, and project management or scheduling tools.

• Bachelor’s degree or equivalent professional experience required.
• Master’s degree in communications, Education, Project Management, or a related field preferred, or Six Sigma certification.

• Executive Support & Time Management:
  Serve as the primary gatekeeper for the Executive Director/President, managing complex calendars, scheduling meetings, and prioritizing requests based on organizational priorities.
• Anticipate the Executive Director/President’s needs and proactively prepare materials, briefings, and background information for meetings, presentations, and engagements.
• Assist the Executive Director/President with a wide range of administrative, operational, and strategic tasks as needed to support organizational effectiveness.
• Attend to personal tasks as assigned by the Executive Director/President, exercising discretion and professionalism at all times.
• Coordinate travel arrangements, itineraries, and logistics to ensure efficient use of the Executive Director/President’s time.

• Strategic & Administrative Operations:
  Support the Executive Director/President in managing and tracking organizational priorities, initiatives, and deadlines.
• Draft, edit, and review correspondence, reports, presentations, and briefing materials on behalf of the Executive Director/President.
• Monitor action items resulting from executive meetings and ensure timely follow-up and completion.
• Provide operational and administrative support across departments to align activities with executive direction.

• Operations Management:
  Oversee and manage day-to-day operational functions to support the Executive Director/President and ensure organizational efficiency.
• Develop, implement, and improve operational processes, policies, and procedures to enhance productivity and accountability.
• Coordinate cross-departmental workflows and support staff in executing operational priorities.
• Track operational metrics and prepare reports to support executive decision-making.
• Assist in project management efforts, ensuring timelines, deliverables, and resources are effectively managed.

• Communication & Liaison Functions:
  Act as a liaison between the Executive Director/President and board members, senior leadership, staff, and external stakeholders.
• Manage incoming communications with professionalism and discretion, responding or escalating matters as appropriate.
• Facilitate effective communication across the organization on behalf of the Executive Director/President.

• Board & Governance Support:
  Coordinate board and committee meetings, including scheduling, logistics, and preparation of materials.
• Take, prepare, and maintain accurate board and committee meeting minutes.
• Track board action items and ensure appropriate follow-up and documentation.
• Ma…