Executive Assistant

Description

 JOB SUMMARY:  The Executive Assistant will provide high-level administrative support to the Chief Executives (C-Suite) to facilitate and support efficient administrative operations, special projects, initiatives, and communications. This role blends high-level administrative support with project ownership, requiring exceptional communication, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will always exercise strict confidence and perform all duties in accordance with BestCare’s policies and procedures, best practices, and regulatory requirements.

ESSENTIAL FUNCTIONS:

Executive Support:

1. Provides high-level administrative support and assistance to the Chief Executives in the organization and/or other assigned leadership staff.

2. Completes meeting arrangements for any meetings with community or business partners.

3. Schedules and attends Board meetings and other meetings on behalf of executives.

4. Completes meeting minutes and agenda drafts for key meetings.

5. Prepare correspondence, reports, presentations, and meeting materials for the   Executive Team.

6. Arranges for travel and accommodation for executives and BestCare Board of Directors as needed.

7. Serves as a gatekeeper and liaison between executives and internal/external stakeholders.

8. Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.

9. Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.

10. Anticipate executive needs and proactively address challenges.

11. Order supplies and maintains the professional atmosphere of the corporate office.

12. Manage confidential information with a high level of professionalism and discretion.

Project Management:

13. Lead and coordinate cross-functional projects from initiation to completion.

14. Develop project plans, timelines, and deliverables; track progress and ensure deadlines are met.

15. Facilitate meetings, document action items, and follow up on deliverables. 

16. Identify risks and implement solutions to keep projects on track.

17. Communicate project updates clearly to leadership and stakeholders.

Operations & Coordination:

18. Support strategic planning efforts and execution of organizational initiatives.

19. Coordinate   events, offsite meetings, and team activities.

20. Assist with budgeting tasks, vendor coordination, and contract tracking (as needed).

21. Performs other related duties as assigned by executives.

22. Supports the answering of phones to corporate office and triaging communication with the executive team.

ORGANIZATIONAL RESPONSIBILITIES:

1. Performs work in alignment with BestCare’s mission, vision, values.

2. Maintains strict confidentiality as appropriate and required by this position.

3. Supports the organization’s commitment to equity, diversity, and inclusion by fostering a culture of open mindedness, cultural awareness, compassion, and respect for all individuals. 

4. Strives to meet Executive Office’s annual goals and support the organization’s strategic goals.

5. Adheres to the organization’s Code of Conduct and Ethics policies, procedures, and other relevant compliance needs.

6. Completes training assignments timely and satisfactorily.

7. Performs other organizational duties as needed.

8. Works independently as well as participates as a positive, collaborative team member.

Requirements

QUALIFICATIONS:

EDUCATION AND/OR EXPERIENCE REQUIREMENTS:

· Bachelor’s degree in business administration or related field + 4 years of related   experience; or

· Associate’s degree in business + 6 years of related experience; or

· High School Diploma + 8 years of related experience

LICENSES AND CERTIFICATIONS:

· Must have a valid, current Oregon Driver License or obtain one within 30 days of hiring, and be insured under the organization’s auto liability coverage policy

· Must hold a current PMP certification.

REQUIRED COMPETENCIES: Must have demonstrated competency or ability to attain competency for each of the following within a reasonable period:

· High proficiency in MS Office 365, databases, report-writing, virtual meeting platforms, internet, and ability to learn new or updated software

· Extensive knowledge of office administration, clerical procedures, and recordkeeping systems

· Strong customer service skills and demonstrate a positive, solution-oriented focus

· Strong critical thinking skills

· Excellent interpersonal and communication skills (oral and written) 

· Excellent organizational skills and attention to accuracy and detail

· Excellent time management skills with a proven ability to meet deadlines

· Ability to maintain strict confidence at all times

· Ability to function well and use good judgment in a high-paced and at times stressful   environment

· Ability to manage conflict resolution and anger/fear/hostility/violence of others appropriately and effectively

· Ability to work effectively in a diverse, multi-cultural environment

· Ability in building/maintaining relationships

· Ability to work independently as well as participating as a positive, collaborative team member

PREFERRED: 

· Bilingual in English/Spanish

· Experience in Behavioral Health and/or Healthcare Industry

TOOLS AND EQUIPMENT USED: Computer/laptop, modern copy/fax/scanning machines, printer, softphone, project management software.

WORK ENVIRONMENT/PHYSICAL DEMANDS: The work environment is respectful, multi-cultural and inclusive, and the characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The position requires the employee to dress in a professional manner that meets the standards for professional attire in Central Oregon. Other conditions/demands include:

· Primarily indoors (95%)

· Prolonged periods sitting at a desk and working on a computer, with occasional standing and walking

· Exerts force or lifts/carries up to 10-20 pounds at times

· Continuous use of arms, wrists, hands to perform repetitive tasks/motions

· Occasional grasping/squeezing and reaching below shoulder-level

· Must be able to hear alarms/telephone/audio/normal speaking voice

· Must have clarity of vision

· Must be able to drive motor vehicle to perform job

· May be exposed to communicable disease