What are the responsibilities and job description for the Executive Assistant position at Lumina?
Join a Mission That Puts Care First
At our community-grown, independent nonprofit, we believe in keeping the care in healthcare. For over 45 years, our mission has been rooted in compassion, dignity, and service to those at the end of life and those who care for them. We don’t answer to shareholders — we answer to our community.
We care deeply about our people so they can care deeply for others. That’s why we’re building a team of dedicated, mission-driven professionals who believe that kindness, respect, and human connection are the foundation of meaningful care.
If you’re someone who believes that healthcare should serve people — not profits — and want to be part of a team where your voice matters and your heart leads the way, we’d love to meet you.
Care for the community. Be cared for as a professional. Grow with us.
Scope of Position: The Executive Assistant provides high-level administrative, project, and operational support to the Executive Director of a nonprofit hospice and palliative care organization. This role requires exceptional organization, discretion, and the ability to manage multiple complex projects in a mission-driven, fast-paced environment where priorities may shift daily. The Executive Assistant acts as a confidential liaison between leadership, staff, board members, community partners, and donors, ensuring communications are handled professionally, accurately, and in alignment with the organization’s mission and legal obligations regarding privacy and confidentiality.
Qualifications:
- Minimum of 3 years of administrative or executive support experience, preferably in a nonprofit or healthcare setting.
- Proven ability to manage multiple complex projects with competing deadlines.
- Strong written and verbal communication skills, with the ability to draft professional correspondence and reports.
- High attention to detail, accuracy, and follow-through.
- Demonstrated ability to maintain confidentiality and handle sensitive information with integrity.
- Proficiency in Microsoft Office 365
- Ability to work independently with minimal supervision while maintaining strong team collaboration.
Preferred:
- Associate’s or Bachelor’s degree in Business Administration, Communications, or related field.
- Experience in a healthcare or hospice environment.
- Familiarity with Oregon employment and nonprofit compliance standards.
Essential Functions (including but not limited to)
Administrative & Executive Support
- Provide direct administrative support to the Executive Director, including calendar management, correspondence, document preparation, meeting coordination, and minute-taking.
- Handle highly confidential information in compliance with HIPAA, Oregon privacy statutes, and organizational policy.
- Prepare, proofread, and maintain accurate records, contracts, and reports with attention to detail and compliance with nonprofit governance standards.
- Support the coordination of Board of Directors meetings, including agenda drafting, material distribution, and recordkeeping of official minutes.
Project & Operations Management
- Plan, track, and report on cross-departmental projects, ensuring deliverables, deadlines, and compliance requirements are met.
- Anticipate needs of the Executive Director and leadership team to streamline workflow, resolve scheduling conflicts, and maintain operational efficiency.
- Assist in the creation, documentation, and continuous improvement of administrative systems, policies, and procedures.
- Coordinate organizational initiatives and special projects such as staff events, community engagement activities, and donor communications.
Communication & Representation
- Draft and manage communications on behalf of leadership, including internal memos, external correspondence, and donor acknowledgments.
- Serve as a first point of contact for sensitive inquiries, exercising diplomacy, professionalism, and sound judgment.
- Ensure consistency and professionalism across all communication channels, including email, written correspondence, and public messaging.
- Foster a positive and mission-centered culture through clear, compassionate, and proactive communication.
Confidentiality & Compliance
- Maintain strict confidentiality regarding all personnel, patient, and donor information in accordance with HIPAA, Oregon State laws (ORS 192.553-192.581), and organizational policies.
- Handle sensitive matters with discretion, tact, and an understanding of ethical boundaries.
- Support leadership in compliance documentation, audits, and board reporting as needed.
Core Competencies
- Project Management: Organizes resources, timelines, and deliverables efficiently; adapts quickly to changing priorities.
- Communication: Clear, respectful, and professional across written, verbal, and digital platforms.
- Discretion & Integrity: Maintains trust and confidentiality in all matters.
- Adaptability: Comfortable managing evolving priorities in a dynamic nonprofit environment.
- Initiative: Anticipates needs, identifies solutions, and takes ownership of outcomes.
- Mission Alignment: Demonstrates commitment to compassionate, community-based hospice and palliative care.
Working conditions and special requirements:
- Ability to work in an office setting with occasional off-site meetings or events.
- Must be able to sit, stand, and use a computer for extended periods.
- Occasional lifting of up to 25 pounds may be required.