Summary
BRW is seeking a highly organized, mission-aligned Integrated Executive Assistant to support the Executive Director during a critical startup and growth phase. This role sits at the center of communications, operations, and coordination—supporting leadership while helping maintain clear systems, compliant workflows, and protected information.
Description
About the Role
The ideal candidate has experience working in or alongside healthcare, behavioral health, or nonprofit human services settings, understands HIPAA and confidentiality requirements, and exercises strong judgment when handling sensitive information. This role requires discretion, attention to detail, and comfort supporting trauma-informed, women-centered work.
Key Responsibilities
Marketing & Communications (Non-Clinical)
- Draft and organize early-stage, non-clinical content (emails, newsletters, blogs, social media, fundraising pages).
- Conduct research on trauma-informed care, women’s behavioral health, community needs, and donor trends.
- Support email marketing in Klaviyo (list hygiene, tagging, campaigns, basic automations).
- Maintain content calendars and assist with light design in Canva or similar tools.
- Ensure messaging aligns with BRW’s values, privacy standards, and brand guidelines.
Grants, Fundraising & Donor Support
- Research and track grant opportunities aligned with BRW’s mission and eligibility.Assist with grant submissions by preparing templates, gathering organizational materials, and organizing attachments.
- Maintain grant and fundraising trackers (deadlines, submissions, outcomes).
- Support donor stewardship, acknowledgements, and tracking of small campaigns and in-kind gifts.
Operations, Compliance & Knowledge Management
- Maintain organized Google Drive systems with appropriate access controls, naming conventions, and version control.
- Support development of internal SOPs, onboarding materials, and resource libraries for staff, contractors, volunteers, and advisory groups.
- Prepare documents, spreadsheets, slide decks, and planning materials for internal and external use.
- Update project management systems (Asana / Smartsheet) following meetings and planning sessions.
- Support updates to CRM systems (e.g., HubSpot) for donors, partners, and volunteers.
- Handle sensitive information with strict adherence to HIPAA, confidentiality, and data protection standards; no access to clinical records unless explicitly authorized and trained.
Meetings, Events & Facilitation Support
- Attend meetings and produce clear, structured notes and action items within 24 hours.
- Provide live meeting support (slides, screen sharing, polls, chat monitoring).
- Assist with logistics and materials for workshops, training, donor events, and community programs, ensuring privacy and professionalism.
Quality Review & Risk Awareness
- Flag potential privacy, compliance, or risk concerns to leadership proactively.
- Organize and maintain all BAA agreements with contractors, vendors and volunteers.
- Initiate and manage staff background checks, updated certifications, credentialing, etc.
- Serve as first-line reviewer for clarity, accuracy, formatting, and brand alignment.
- Ensure materials comply with BRW style guidelines, trauma-informed principles, and confidentiality standards.
Required & Preferred Qualifications
- 3–5 years of experience in administrative support, nonprofit operations, healthcare, behavioral health, or human services.
- Working knowledge of HIPAA, confidentiality, and ethical handling of sensitive information.
- Strong writing, research, note-taking, and organizational skills.
- Proficiency with Google Workspace, Asana/SMARTSHEET, Figma, and basic CRM tools; Klaviyo experience is a plus.
- Experience with Canva or similar design tools.
- Familiarity with grant preparation or healthcare-adjacent funding strongly preferred.Comfortable learning and navigating a multi-tool, compliance-aware tech environment.
Culture & Values Fit
- Calm, grounded, and highly organized.
- Exercises sound judgment and discretion at all times.
- Communicates with compassion, integrity, and respect for boundaries.
- Collaborative, flexible, and process-oriented.
- Aligned with trauma-informed, women-centered, and community-based recovery work.
To Apply
Please email the following to admin@blossomrecoverywellness.org
Subject: Integrated Executive Assistant – Your Name
- Resume
- LinkedIn profile
- Weekly availability and potential start date
- A brief written or voice response to:
- 1. Why does this mission matter to you at this time in your life?
- 2. What excites you most about this role, and where do you see yourself contributing most?
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