Executive Assistant

Description

Heritage Health, located in Coeur 'Alene, Idaho, is seeking a dynamic full-time (1.0 FTE) Executive Assistant to provide seamless administrative and strategic support to our executive leadership team.

Why You Should Join our Dynamic Healthcare Team:

Passionate Purpose: We're committed to enhancing lives, every day.

Unmatched Support: We are committed to a fun and supportive team environment.

Balanced Lifestyle: No weekends or holidays, ensuring a healthy work-life balance.

Collaborative Care: Work with a dedicated team to provide the best patient outcomes in the right settings.

Exceptional Rewards: Competitive pay, and benefits

Benefits:

Health Insurance: 100% employer-paid employee coverage for medical, dental, and vision plans for full-time employees.

Life Insurance: Employer-paid for 1x annual salary (optional coverage available for additional cost).

Disability Insurance: Short-term disability insurance based on age & salary. 100% employer-paid long-term disability insurance.

Retirement: 403 (b) plan: Heritage Health matches up to 4% of employee contributions.

Paid Time Off Benefits:

120 hours PTO (Paid Time Off)

56 hours EIB (Extended Illness Bank)

80 hours Company Holidays (for full-time employees)

Employee Assistance Program (EAP): Enjoy free telehealth visits for healthcare, counseling, and health and wellness coaching for all employees and their immediate household members.

Schedule: Monday-Friday

The Executive Assistant is central to supporting strategic initiatives, managing confidential communications, and ensuring smooth coordination across departments and with the Board of Directors. The Executive Assistant plays a vital role in advancing organizational priorities, maintaining executive schedules, and fostering internal and external relationships. This position is ideal for someone who thrives in dynamic environments and is passionate about contributing to our mission of delivering Healthcare from the Heart.

Requirements

• Associate’s degree, Bachelor’s degree preferred
• Five (5) to ten (10) years of high-level administrative assistant or secretarial experience
• Prior experience preferably in a non-profit or healthcare organization with any combination of relevant education and experience accepted
• Experience and interest in internal and external communications, partnership development
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat.

Your Essential Duties:

• Completes a broad variety of administrative tasks for the executive leadership team, including managing calendars, travel, expenses, and confidential correspondence.
• Creates, distributes, and monitors agendas, task lists, and meeting follow-up for executive and board meetings.
• Coordinates and supports Board of Directors activities, including scheduling, preparation of board packets, minutes, and follow-up on action items.
• Acts as a gatekeeper and trusted liaison, ensuring executives’ schedules and priorities are managed efficiently while creating opportunities for strategic engagement.
• Communicates directly, on behalf of the executive team, with board members, donors, and external stakeholders on matters related to organizational initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the executive team and internal departments, maintaining credibility, trust, and support across the organization.
• Works closely and effectively with the executive team to keep them well informed of upcoming commitments, organizational priorities, and emerging issues.
• Leads and supports cross-functional projects and strategic initiatives on behalf of the executive team (e.g., organizational planning, performance improvement, communications, and partnership development).
• Monitors and tracks internal financial, operational, and strategic projects to ensure deliverables are met.
• Drafts and prepares executive-level correspondence, reports, presentations, and communications with a high degree of professionalism and accuracy.
• Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to successful completion, often under deadline pressures.
• Provides support for organizational events, leadership retreats, board meetings, and community engagement activities.
• Regular and predictable attendance is an essential function of this position.
• All other job-related duties as assigned.

Your Success Factors:

• Exceptional organizational skills with the ability to perform and prioritize multiple tasks seamlessly, balancing routine support with strategic project work.
• Strong strategic thinking skills and the ability to anticipate needs, identify opportunities, and proactively propose solutions.
• Very strong interpersonal skills and the ability to build trusted relationships with executives, staff, board members, donors, and external partners.
• Proven ability to support and coordinate board-level activities, ensuring professional communication and high-quality deliverables.
• Expert-level written and verbal communication skills, including preparation of executive correspondence, reports, and presentations.
• Demonstrated proactive approaches to problem-solving with sound judgment and strong decision-making capability.
• Emotional maturity and the ability to navigate sensitive issues with discretion and diplomacy.
• Highly resourceful team player with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, adapt to competing demands, and consistently demonstrate the highest level of service.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced, dynamic environment.
• Forward-looking thinker who not only responds to current needs but actively contributes to the success of long-term organizational strategies.

Working Conditions: Work is normally performed in a typical interior, office work environment in an administrative building. Work may be demanding and chaotic at times. May be exposed to patient population that will present a variety of contagious diseases, physical injuries and emotional states of mind.

Physical/Mental Requirements:

• Prolonged periods of sitting, walking, and working on a computer.
• May lift up to 25 pounds at times.
• Must be able to access and navigate various departments of a given location.
• Must be able to complete tasks in a noisy or stressful environment.
• Must be able to adhere to process protocol.