Executive Assistant

Job Summary:

The Executive Assistant serves as the primary administrative point of contact and executive support for NWHRN Executive Leadership, and as an administrative liaison with the Board of Directors. This position will also provide supplemental assistance to other leadership team members on an as needed basis. This role is an instrumental partner to the Executive Leadership team.

Essential Functions: Duties & responsibilities include, but are not limited to:

• Executive Support: Complete a broad variety of administrative and executive support tasks that facilitate Executive Leadership’s ability to effectively lead the organization, including: Coordinate Leadership Team meetings including scheduling, calendar management and note taking. Track and coordinate follow up on action items, as needed. Conduct research on topics relevant to NWHRN work and organizational priorities as requested. Gather and synthesize information for informed decision-making. Provide project management support for projects and activities within the Executive Leadership’s portfolio. Schedule/calendar management as needed; prioritizing inquiries and requests while troubleshooting conflicts make judgements and recommendations to ensure smooth day-to-day engagements. Assist with correspondence on behalf of the Executive Leadership or organization. Collect and prepare information for meetings with staff and outside parties. Make travel arrangements for the Executive Leadership and complete expense and mileage reports in adherence with organizational policies. Serve as a point of contact for internal and external constituencies on behalf of the Executive Leadership when requested, including those of a highly confidential or critical nature. Support Chief Executive Officer to prioritize and determine appropriate course of action, referral, or response. Support the Executive Leadership in maintaining positive relationships with stakeholders and funders. Provide back-up administrative support for the leadership team as needed.
• Board Administrative Support: Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board related meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Maintain current board documentation and materials in support of organizational governance. Exercise high degree of confidentiality and judgment as needed. Maintain compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Emergency response:

  This position is expected to participate in emergency response in support of the Chief Executive Officer and within the organization’s Incident Command Structure, as needed. This may include availability after hours during emergency activations. (necessary training will be provided)

Key Performance Indicators

• STEWARDSHIP
• TEAMWORK
• INITIATIVE
• FLEXIBILITY
• ACCOUNTABILITY
• COMMUNICATION
• CUSTOMER SERVICE
• LEADERSHIP

Qualifications:

• At least five years’ executive support experience, including supporting C-level executives. Nonprofit experience and/or experience within healthcare or government is preferred. Experience in small business environments is a plus.
• Excellent verbal and written communication skills.
• Strong strategic and analytical skills.
• Excellent project management and tracking skills.
• Experience with strategic planning and process improvement preferred.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, stakeholders, and funding partners.
• Ability to make appropriate, informed decisions regarding priorities and available time.
• Ability to complete multiple tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to maintain flexibility to switch gears on short notice.
• Expert proficiency with Microsoft Office and desktop presentation publishing software; ability to design and edit content and graphic presentations and materials. Familiarity with social media management is a plus but not required.
• Commitment to and enthusiasm for our mission and organizational values.

Benefit Highlights:

• 100% employer paid Medical, Dental and Vision insurance for employees: 75% employer paid insurance for each dependent.
• Paid vacation, sick leave, holidays, and 2 personal days.
• Retirement plan with employer match up to 4% of gross salary.
• Flexible Spending Account option.

Hours:

40 hours per week, generally Monday - Friday. When needed, emergent and/or emergency response activities could require long hours and weekend work.

Work equipment:

NWHRN supplies a work-issued laptop, cell phone and equipment to perform essential job functions.

Physical Requirements:

Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 25 pounds at times.

To apply:

Please send a cover letter indicating interest in the position and resume to: with the subject line title: “Executive Assistant”