Executive Administrative Assistant

Position Overview: The Executive Assistant & Board Administrator will provide executive level support to WVP Health Authority’s Chief Executive Officer (CEO), Executive Leadership Team (ELT) and the Board of Directors (Board). 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 professionalism and confidentiality.

Essential Responsibilities:

Executive Support:

· Works closely with the CEO and ELT to support the organization’s strategic goals, execute projects, and comply with various contract requirements.

· Responsible for scheduling and maintaining the CEO’s calendar.

· Maintains and updates the organization's shared drive, listservs, and committee rosters, as applicable.

• Establishes and maintains relationships between the organization and key stakeholders.

Board Administration:

• Responsible for the creation, accuracy, and maintenance of materials for Board and Committee meetings, including slide decks, agendas, and policies.
• Coordinates meeting logistics, agenda development, and maintains schedules, records, correspondence, minutes, and other corporate documents.
• Partners with the CEO and Board President 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.
• Prioritizes requests for critical decisions or responses from the Board CEO, and ELT, 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.

· Maintains office equipment and facility maintenance needs.

· Answers incoming calls; responds to and directs calls.

· Checks and distributes mail; prepares mailings.

· Manages organization’s public-facing email inbox.

Education & Experience:

• 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

Knowledge, Skills & Abilities:

The ideal candidate must possess and demonstrate:

· 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.

· Ability to set priorities and work efficiently and effectively; capable of adjusting to changing conditions.

· 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).

· Applies initiative to be self-motivated to complete work; manages workload and meets deadlines.

· Ability to problem-solve independently and within a team setting

· Excellent written and verbal communication skills.

· Knowledge/Experience with local healthcare systems preferred

Special Requirements:

· Possesses and maintains an Oregon driver’s license and an acceptable driving record and is willing to drive for WVPHA 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.

Salary & Benefit:

· Starting salary is $70,000 depending on experience.

· Medical, Dental, and Vision Plans

· Life Insurance

· Short- and Long-Term Disability Plans

· Employee Assistance Program

· Competitive 401K Match

Physical Requirements:

• Ability to stop, bend, sit, and/or stand for extended periods.
• Repetitive motions, including typing, sorting, and filing.
• Light lifting and carrying of files and business materials.
• Clear communication in both written and spoken English.

Join us in this energetic role where your dedication to organization and communication will drive success across our team!

Pay: $70,000.00 - $73,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $70,000 - $73,000