Executive Assistant​/Board Liaison

Description

The Executive Assistant / Board Liaison provides high-level administrative and operational support to the Chief Executive Officer (CEO) and serves as the primary coordinator for Board of Directors governance and operations. This role ensures effective executive workflow, seamless board engagement, and compliance with federal and state requirements, including those established by the Health Resources and Services Administration and the Oregon Health Authority.

The position requires exceptional organization, discretion, and attention to detail, with the ability to manage sensitive information, coordinate complex processes, and support governance functions in a Federally Qualified Health Center (FQHC) environment.

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, correspondence, and prioritization of competing demands
• Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders
• Prepare, proofread, and edit executive communications, reports, and presentations
• Coordinate executive meetings, including agendas, materials, logistics, and follow-up actions
• Support special projects, strategic initiatives, and organizational priorities as assigned

• Serve as the primary point of contact for the Board of Directors and board committees
• Coordinate all board and committee meetings, including scheduling, agenda development, and distribution of materials
• Ensure timely, accurate, and compliant preparation of board packets and supporting documentation
• Record and maintain official board minutes and governance records
• Track board actions, resolutions, and follow-up items to ensure completion and accountability
• Support board onboarding, training and ongoing education in alignment with governance requirements
• Coordinate annual board calendar, retreats, and strategic planning sessions

• Maintain board governance documents, including bylaws, policies, committee charters, and rosters
• Ensure board operations align with FQHC governance requirements and regulatory expectations under HRSA
• Support compliance with public meeting requirements and applicable Oregon regulations, as appropriate
• Maintain document management systems to ensure version control, accessibility, and audit readiness
• Assist in preparation for audits, operational site visits, and compliance reviews

• Facilitate clear and consistent communication between executive leadership, the board, and organizational stakeholders
• Collaborate with leadership to ensure board materials reflect organizational priorities, compliance requirements, and strategic goals
• Coordinate cross-functional input for board reporting, presentations, and updates
• Support internal communications as needed to reinforce alignment between governance and operations

• Manage confidential information with a high degree of discretion and professionalism
• Oversee logistics for executive and board meetings, including virtual and in-person coordination
• Maintain organized records, filing systems, and tracking tools
• Support quality improvement and process enhancement initiatives related to executive and governance operations
• Perform other duties as assigned

• Participate in quality and organizational process improvement activities when requested
• Support and contribute to effective safety, quality, and risk management efforts by adhering to established policies and procedures, maintaining a safe environment, promoting accident prevention and identifying/reporting potential liabilities
• Openly, clearly, and respectfully share and receive information, opinions, concerns and feedback in a supportive manner
• Work collaboratively by mentoring new and existing co-workers, building bridges and creating rapport with team members across the organization
• Provide excellent customer service to all internal and external customers, including team members, patients, students, visitors and…