Job Description:

The Senior Executive Assistant & Board Administrator will provide high-level administrative support to the WHC's Executive Director (ED), Deputy Director (DD), and the Board of Directors. This position requires a professional who is self-motivated, detail-oriented, and capable of managing multiple tasks and deadlines. The role involves significant interaction with executive leadership and requires maintaining a high level of confidentiality.

Essential Responsibilities:

Executive Support:

• Works closely with the ED and DD to support the organization’s strategic goals, execute projects, and comply with various contract requirements.
• Responsible for scheduling and maintaining the ED and DD’s calendars.
• Maintains and updates the organization's shared drive, listservs, and committee rosters, as applicable. 

Board Administration:

• Responsible for the creation, accuracy, and maintenance of materials for board and finance committee meetings, including slide decks, community involvement reports, agendas, and policies.
• Works with the ED and PacificSource Marion-Polk CCO Director to develop and maintain an annual board calendar to ensure regulatory requirements and governance standards are met.
• Coordinates meeting logistics, agenda development, and maintains schedules, records, correspondence, minutes, and other corporate documents.
• Prepares and distributes public meeting announcements and related communications.
• Partners with the ED and Board Chair to orient all incoming board members.
• Designs and produces complex documents, reports, and presentations; collects and prepares information for meetings with staff and external stakeholders; composes and prepares correspondence.
• Supports key strategic partnerships and relationships between the board and key stakeholders.
• Prioritizes requests for critical decisions or responses from the board and internal leaders, including those of a highly confidential or critical nature.
• Manages workflows, tracks deliverables, and oversees the details of special projects and activities.

Office and Meeting Coordination:

• Provides logistical support for meetings and events including scheduling, preparing materials, set up and other tasks as requested.
• Provides support in planning and executing internal and external events.
• Coordinates catering and meal arrangements for meetings and events
• Answers incoming calls; responds to and directs calls.
• Manages organization’s public-facing email inbox.

Benefits:

• Medical, Dental, and Vision Plans
• Life Insurance
• Long-Term Disability Plans
• Employee Assistance Program
• Competitive 401K Match
• Tech Allowance
• Generous PTO
• 12 Holidays and Three Personal Days
• Paid Volunteer Hours
• Education Assistance Program

Required Qualifications and Experience:

Knowledge, Skills & Abilities:

The ideal candidate must possess and demonstrate: 

• Considerable knowledge of administrative procedures, office coordination, computer/office equipment and programs with demonstrated skill in their use.
• Proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and virtual meeting software (i.e., Zoom, MS Teams).
• Experience with executive level support and ability to effectively coordinate and communicate with executive level leadership.
• Ability to develop and maintain professional and effective working relationships with coworkers, executive level partners, stakeholders, and the public.
• Applies initiative to be self-motivated to complete work; manages workload and meets deadlines.
• Ability to problem-solve.
• Excellent written and verbal communication skills.
• Ability to set priorities and work efficiently and effectively; capable of adjusting to changing conditions. 

Special Requirements:

• Possesses and maintains an Oregon driver’s license and an acceptable driving record and is willing to drive for WHC business.
• The finalist for this position is required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
• Ability to work full-time, Monday through Friday, 8:00am - 5:00pm
• May be required to flex time to work early mornings, evenings, or weekends to accommodate business needs. 

Required Education and / or Certifications:

• High school diploma or GED
• Minimum of three (3) years of professional, executive level administrative experience in healthcare, healthcare administration, or human services; OR any satisfactory equivalent combination of education, training and/or experience relevant to the position.
• Proficiency in:
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Word
  • Executive Level Assistant
  • Office Coordination/Management
  • Executive Meeting Support
  • Calendar Management

Position address:	1701 Liberty Street SE Salem , OR 97302
Application email:	Recruitment@willamettehealthcouncil.org
Application website:	View Website
Application deadline:	Friday, April 18, 2025 - 12:00