Executive Assistant

Position Summary

The Executive Assistant is central to supporting the Executive Director and serves as a liaison to the Board of Directors. This role manages schedules, coordinates meetings, and ensures effective communication across departments and exercises independent judgement, discretion, and maintains confidentiality.

• Performs, coordinates, and oversees administrative support for the Executive Director (ED), Board of Directors, and Board Committees.
• Responsible for scheduling a variety of meetings for the ED and Board members, often in conjunction with external stakeholders / partners.
• Takes meeting minutes, posts updates on SharePoint, prepares future meeting agendas and materials, and ensures follow up on meeting items discussed.
• Represents the ED at meetings they cannot attend.
• Participate in a variety of community events, including but not limited to tabling events and business after hours with the city's Chamber of Commerce.
• Coordinates various company meeting logistics, including room reservation and set up, catering, and A/V needs.
• Purchases items for staff and community partner recognition such as flowers, greeting cards, and small gifts.
• Makes travel, training and accommodation arrangements for the ED.
• Maintains filing system and accurately files documents (contracts, meeting minutes, emails etc.).
• Directs phone inquiries to the appropriate staff members and reply to general information requests with accurate information.
• Seeks opportunities to improve the operational efficiencies of the ED by removing non-essential tasks, recommending improvements in workflows, proactively anticipating upcoming work with additional support needs, and ensuring adherence to scheduling protocols.
• Conducts research, analysis, compilation, and reporting of data for various projects and issues.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the ED.
• Handle sensitive information with the highest degree of integrity and confidentiality.
• Provides project management support for specific efforts as outlined by the ED and in coordination with other White Bird Clinic staff. Reports on progress of specific projects and ensures engagement of stakeholders and uses information to make recommendations for improvements.
• All other duties as assigned.

• Demonstrated proficiency with Microsoft Office Suite including Word, Excel, PowerPoint, etc.
• Demonstrates strong written and verbal communication, along with the ability to effectively interact and build relationships with diverse personalities and styles.
• Ability to manage multiple tasks and projects with attention to detail and follow-up.
• Ability to manage multiple compliance timelines.
• Commitment to ethical governance and mission-driven work.
• Systems oriented thinking and solution driven.
• Aptitude for identifying and resolving issues efficiently with a proactive approach to challenges.
• Upholds a high level of discretion and confidentiality in all matters.
• Flexible in adapting to changes and managing unexpected events with composure.

• Bachelor's degree or equivalent professional experience.
• Minimum of three (3) years of experience as an Executive Assistant or in a similar administrative role supporting senior-level executives or leadership team.
• Experience working with a regulated healthcare or behavioral healthcare setting.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Familiarity with virtual meeting platforms such as Microsoft Teams.
• Previous experience in working with sensitive and confidential information, correspondence, etc.
• Strong knowledge of professional documentation standards.
• Must be able to interact with a variety of individuals at various levels under stressful circumstances while exercising sound judgement, tact, and diplomacy.
• Work productively both independently and in a team setting.
• Communicate with clarity, both verbally and in writing to groups and individuals.
• Skills to intervene and promote reconciliation, compromise and positive outcomes in difficult interactions.
• Valid US Driver's license.

• Experien…