Executive Administrative Assistant WVP Health Authority - 4.4 Salem, OR Job Details Full-time $70,000 - $73,000 a year 13 days ago Benefits Disability insurance Health insurance Dental insurance 401(k) Paid time off Flextime Employee assistance program Vision insurance 401(k) matching Life insurance Retirement plan Qualifications Stakeholder engagement Confidential information handling Microsoft Outlook Spreadsheets Zoom Word embeddings Filing Executive administrative support English High school diploma or GED Driver's License Video conferencing software Microsoft Teams Video conferences (communication methods) Managing executive calendars Technical Proficiency Stakeholder relationship building Video conferencing systems operation

Full Job Description 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 401

K 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