Executive Assistant

Description

Odyssey House is seeking an Executive Assistant & Strategic Operations Project Manager!

Odyssey House of Utah is dedicated to providing comprehensive, compassionate care to individuals experiencing substance use disorders and behavioral health challenges. Through evidence-based practices, clinical expertise, and a supportive environment, we help individuals and families build healthier futures and achieve lasting recovery.

We are seeking a proactive, highly organized Executive Assistant & Strategic Operations Project Manager to provide high-level administrative support to the Chief People Officer and Senior Management Team while leading strategic projects and serving as the agency’s primary Monday.com resource in this dual-function role.

Approximately 50% of this role is focused on executive and Senior Management Team support, including executive coordination, meeting management, agency administration, confidential communications, contracts, legal requests, and organizational follow-through. Approximately 50% of the role is dedicated to project management, process improvement, and extensive engagement with Odyssey's Monday.com software as the primary agency-wide project and workflow management platform.

This position is not a traditional administrative support role. A successful candidate will be someone that is a highly organized systems thinker who can move between executive-level coordination and hands-on project execution. They must be able to take a complex or loosely defined operational need, clarify the desired outcome, support project plan development, design the supporting workflow and technology, coordinate stakeholders, identify risks, and guide the work through implementation and sustainability.

Job Location: Salt Lake City, Utah

Schedule: Monday–Friday, 9:00 AM–5:00 PM

Compensation: $75,000 annually

Benefits Package: Equals to approximately $22,000

Includes - medical, dental, life, and disability insurance, flexible spending account, retirement plan, paid leave, employee assistance program, and education assistance.

Health and Welfare Benefits

• Health Insurance: Comprehensive medical, dental, vision, FSA, and long-/short-term disability coverage.
• 403(b) Retirement Plan: Immediate participation available; 100% employer match up to 6% after 1 year of service.
• Paid Time Off (PTO): Accrue up to 35 paid days off per year (with increased accrual rates after 1 year).
• Sick Leave Rollover: Convert half of your unused accrued sick time into extra vacation days at year-end.
• Sabbatical Program: Paid extended leave rewarded after 5 years of service.
• Employee Assistance Program (EAP): Confidential 24/7 support for mental health, financial advice, and personal well-being.

Perks

• Tuition Reimbursement: Up to $9,000 per year available for approved programs (subject to eligibility requirements).
• Continuing Education: Opportunities for paid training and professional development, subject to manager approval and eligibility.
• Transit Pass: Free UTA pass provided for your daily work commute.
• Monthly Incentives: Regular performance awards and team recognition.
• Casual Work Environment: Relaxed, casual dress code and workplace culture.

Key Responsibilities

Executive and Senior Management Support

• Provide high-level administrative and organizational support to the Chief People Officer and Senior Management Team.
• Manage executive calendars, coordinate meetings, and prepare agendas, meeting notes, reports, presentations, and other leadership materials.
• Coordinate communications and track leadership requests, decisions, assignments, and action items to ensure timely follow-through.
• Handle confidential information, sensitive matters, contracts, legal requests, and related documentation with professionalism and discretion.
• Anticipate leadership needs, prioritize competing requests, and help ensure key organizational priorities remain on track.

Strategic Project Management and Process Improvement

• Lead cross-functional projects from planning and development through implementation, monitoring, and completion.
• Develop project plans, timelines, milestones, deliverables, and accountability measures to support successful outcomes.
• Coordinate with departments and stakeholders to align priorities, manage deadlines, and keep projects moving forward.
• Monitor project progress, identify potential barriers or risks, and communicate updates and recommended solutions to leadership.
• Evaluate and improve workflows, procedures, and operational processes to increase efficiency, consistency, and accountability.
• Support the implementation of new systems, tools, and processes while helping teams navigate organizational changes.
• Maintain project documentation and ensure responsibilities, deadlines, and next steps are clearly defined and communicated.

Monday.com Administration and Systems Development

• Serve as the agency’s primary Monday.com resource, supporting the platform as a central system for project management, workflow coordination, and operational tracking.
• Design, build, and maintain boards, dashboards, workflows, automations, and integrations to meet organizational needs.
• Establish platform standards, documentation, and best practices to promote consistent use and effective collaboration across departments.
• Evaluate existing workflows and systems to identify opportunities to reduce manual tasks, eliminate duplicate processes, and improve communication.
• Provide training, guidance, and ongoing support to staff using Monday.com and related project management tools.
• Develop and maintain reporting tools and dashboards that improve project visibility, track progress, and support informed decision-making.

Agency Operations and Administrative Coordination

• Coordinate organizational priorities, recurring tasks, deadlines, and administrative processes to support efficient day-to-day operations.
• Track outstanding assignments and follow up with responsible individuals to promote accountability and timely completion.
• Develop, document, and maintain standard operating procedures, administrative guidelines, internal resources, and process documentation.
• Facilitate communication and coordination between executive leadership, departments, and other stakeholders.
• Maintain organized records and project documentation to support consistency, accessibility, and continuity of operations.
• Coordinate special projects and identify practical, solutions-oriented approaches to operational challenges

Requirements

Required Qualifications

• Demonstrated experience in project management, operations, executive support, business systems, or a closely related field.
• Significant experience managing complex projects involving multiple departments and stakeholders.
• Advanced experience with Monday.com or demonstrated expert-level experience architecting comparable work management/project management platforms, with the ability to quickly become an expert in Monday.com.
• Demonstrated ability to design workflows, automations, dashboards, and scalable operational systems.
• Strong technology aptitude and ability to independently learn and troubleshoot digital tools.
• Exceptional organizational and project management skills.
• Excellent business writing and professional communication skills.
• Demonstrated ability to manage multiple high-priority projects and deadlines simultaneously.
• Ability to work independently with limited direction and determine appropriate next steps.
• Demonstrated experience working with senior leaders and confidential information.
• Strong interpersonal skills and ability to build productive working relationships across organizational levels.

Preferred Qualifications

• Bachelor's degree in business, project management, healthcare administration, public administration, information systems, or a related field.
• Formal project management training or certification.
• Monday.com certification or advanced platform experience.
• Experience working in healthcare, behavioral health, nonprofit, government, or another highly regulated environment.
• Experience with workflow design, process improvement, change management, or business systems implementation.
• Experience supporting executive leadership teams or Boards of Directors.
• Familiarity with healthcare privacy, compliance, contracting, or regulatory requirements.

All employees of Odyssey House are required to adhere to:

Odyssey House mission, philosophy, and scope of service; Division of Human Services Code of Conduct and all other relevant service contract requirement standards; ensuring a safe environment for all clients and staff; providing exemplary customer service to both internal and external customers; fostering a positive work environment; ensuring high-quality client care within the scope of the assigned position.

Each employee is expected to clearly understand roles and responsibilities regarding the following:

Specific job position, time management, personnel file requirements, client record system, incident reporting, mandatory training requirements, maintaining proper client boundaries, and individual rights of clients and staff.

Physical Demands of the Job: Ability to lift up to 15 lbs., drive (or adequate alternate transportation), sit for prolonged periods, and perform light to moderate physical activity at times.

Pre-Employment Requirements:

Employment offers are contingent upon successful completion of required pre-employment screenings, which may include background checks, fingerprinting, applicable sex offender registry screenings for Adult Residential roles, and other position-related verifications. Roles requiring driving are subject to a Motor Vehicle Record (MVR) review and valid Utah driver’s license.

EEOC Statement:

Odyssey House is an equal-opportunity employer. All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.