Executive Assistant​/Project Manager

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Job Type
Full-time

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

• Provides high-level administrative support and assistance to the Chief Executives in the organization and/or 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.
• Prepare 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, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Anticipate executive needs and proactively address challenges.
• Order supplies and maintains the professional atmosphere of the corporate office.
• Manage confidential information with a high level of professionalism and discretion.

• Lead and coordinate cross-functional projects from initiation to completion.
• Develop project plans, timelines, and deliverables; track progress and ensure deadlines are met.
• Facilitate meetings, document action items, and follow up on deliverables.
• Identify risks and implement solutions to keep projects on track.
• Communicate project updates clearly to leadership and stakeholders.

• Support strategic planning efforts and execution of organizational initiatives.
• Coordinate events, offsite meetings, and team activities.
• Assist with budgeting tasks, vendor coordination, and contract tracking (as needed).
• Performs other related duties as assigned by executives.
• Supports the answering of phones to corporate office and triaging communication with the executive team.

• Performs work in alignment with Best Care’s mission, vision, 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 support the organization’s strategic goals.
• Adheres to the organization’s Code of Conduct and Ethics policies, procedures, and other relevant compliance needs.
• Completes training assignments timely and satisfactorily.
• Performs other organizational duties as needed.
• Works independently as well as participates as a positive, collaborative team member.

• 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

• 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.

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
• Exten…