Executive Assistant

Agency Summary:

It takes a wide range of amazing people to achieve the mission of White Bird Clinic and to be successful in the work that we do. We provide compassionate, humanistic healthcare and supportive services to individuals in our community, so everyone receives the care they need.

Our priority is to serve people who are unserved, underinsured, disabled and/or homeless. Do you possess qualities and behaviors that foster collaboration, patience, empathy, and humor while utilizing stress reduction techniques for the self and others, remaining level-headed, and have a tolerance for ambiguity?

Can you approach challenging situations in a positive and creative way? If yes, please apply and tell us how! We welcome you to have a closer look at what we do at https://whitebirdclinic.org/.

Position Summary:

The Executive Assistant is central to supporting the Executive Director, Board of Directors, and Senior Leadership team, managing schedules, coordinating meetings, and ensuring effective communication across departments. By providing robust administrative support, the Executive Assistant enhances the efficiency and productivity of the Senior Leadership team.

Position Responsibilities

• Provide high-level administrative support to the Executive Director, Board of Directors, and Senior Leadership team, including managing calendars, scheduling meetings, and preparing meeting documents.
• Conducts research, analysis, compilation, and reporting of data for various projects and issues.
• Act as a liaison between the Senior Leadership team and other departments, ensuring smooth communication and timely dissemination of information.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the Senior Leadership team.
• Prepares agendas, communicates meeting details, and records minutes for Board and Senior Leadership meetings.
• Handle sensitive information with the highest degree of integrity and confidentiality.
• All other duties as assigned.

Key Competencies:

• 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.
• 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.

Required Qualifications

• High school Diploma or equivalent.
• Minimum of three (3) years of experience as an Executive Assistant or in a similar administrative role supporting senior-level executives or leadership team.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Familiarity with virtual meeting platforms such as Microsoft Teams.

Preferred Qualifications

Experience in a social service setting supporting a diverse population.

Previous experience in working with sensitive and confidential information, correspondence, etc.

Equal Employment Opportunity

White Bird Clinic is proud to be an Equal Opportunity/Affirmative Action Employer and is committed to attracting, retaining, and developing a highly qualified, diverse, and dedicated work force. White Bird Clinic hires and promotes people based on their qualifications, performance, and abilities. We support the establishment and maintenance of a workplace that fosters trust, equality, and teamwork, in which all employees recognize and appreciate the diversity of individual team members. We provide all qualified applicants for employment and employees with equal opportunities for hire, promotion, and other terms and conditions of employment, regardless of their race, color, religion, gender, sexual orientation, gender identity, national origin/ethnicity, age, physical or mental disability, genetic factors, military/veteran status, or any other status or characteristic protected by federal, state, and/or local law. White Bird Clinic will consider for employment qualified applicants with criminal histories in a manner consistent with applicable federal, state, and local laws.

Applicants wishing to view a copy of White Bird Clinic's Affirmative Action Plans, or applicants requiring reasonable accommodation to participate in the application and/or interview process, please contact us at hr@whitebirdclinic.org.

Studies have shown that women and people of color are less likely to apply for jobs if they don't meet every one of the qualifications listed. We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you meet key qualifications for the job, and believe you would be the best fit, we encourage you to apply. Please use your cover letter to explain how you will accomplish parts of the job for which you have less experience. If you are unsure whether you meet the qualifications of this position, please feel free to contact us at HR@whitebirdclinic.org or 541-342-8255.

Compensation Details:

This is a non-exempt position with target starting base compensation ranging between $23-26 per hour, paid on a bi-weekly basis.

In addition, this position qualifies for a competitive health and welfare package and generous paid time off opportunities.

This position requires successful passage of a State mandated background check.