Executive Assistant​/Project Manager

Description

Job Type: Full-time

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 Best Care’s policies, procedures, best practices, and regulatory requirements.

• Provides high-level administrative support and assistance to the Chief Executives and other assigned leadership staff.
• Completes meeting arrangements for any meetings with community or business partners.
• Schedules and attends Board meetings and other meetings on behalf of executives.
• Completes meeting minutes and agenda drafts for key meetings.
• Prepares correspondence, reports, presentations, and meeting materials for the Executive Team.
• Arranges for travel and accommodation for executives and Best Care Board of Directors as needed.
• Serves as a gatekeeper and liaison between executives and internal/external stakeholders.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Anticipates executive needs and proactively addresses challenges.
• Orders supplies and maintains the professional atmosphere of the corporate office.
• Manages confidential information with a high level of professionalism and discretion.

• Leads and coordinates cross‑functional projects from initiation to completion.
• Develops project plans, timelines, and deliverables; tracks progress and ensures deadlines are met.
• Facilitates meetings, documents action items, and follows up on deliverables.
• Identifies risks and implements solutions to keep projects on track.
• Communicates project updates clearly to leadership and stakeholders.

• Supports strategic planning efforts and execution of organizational initiatives.
• Coordinates events, off‑site meetings, and team activities.
• Assists with budgeting tasks, vendor coordination, and contract tracking as needed.
• Performs other related duties as assigned by executives.
• Supports answering phones to the corporate office and triages communication with the executive team.

• Performs work in alignment with Best Care’s mission, vision, and values.
• Maintains strict confidentiality as appropriate and required by this position.
• 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.
• Strives to meet Executive Office’s annual goals and supports the organization’s strategic goals.
• Adheres to the organization’s Code of Conduct and Ethics policies, procedures, and other relevant compliance requirements.
• Completes training assignments in a timely and satisfactory manner.
• Performs other organizational duties as needed.
• Works independently as well as a positive, collaborative team member.

• Bachelor’s degree in business administration or related field + 4 years of related experience.
• Associate’s degree in business + 6 years of related experience.
• High School Diploma + 8 years of related experience.

• 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.

• 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 record‐keeping systems.
• Strong customer service skills with a positive, solution‑oriented focus.
• Str…