Executive and Project Manager Assistant

Job Summary

The Executive Assistant and Project Manager is part of the Clinic Services team that supports ETS’ mission by providing high-level administrative, operational, governance, and project coordination support to senior leadership. This role makes a critical difference at ETS by helping coordinate and align strategic initiatives, leadership operations, and cross-functional projects to ensure accountability, efficiency, and successful implementation of Clinic Services priorities.

Responsibilities

• Help ETS succeed in carrying out our mission through working together with other staff to transform systems of harm and inequity to create different approaches to improving community health and safety through addressing substance use and homelessness.
• Aid in the organization-wide initiative to reimagine our interconnectedness within our community to overcome the aspects of our society and organizational culture shaped by white supremacy and settler colonialism.
• Executive & Leadership Operations Support (approx. 40% of duties):
  • Provide high-level confidential administrative and operational support to the Vice President of Clinic Services and Clinic Services leadership, including complex calendar management, scheduling, meeting logistics, travel coordination, and operational workflows.
  • Cook up leadership communications, task tracking, cross-functional administrative support, and preparation/review of documents, presentations, reports, and operational materials.
  • Support prioritization of strategic and operational activities, leadership onboarding, transitions, and process implementation while maintaining confidentiality with sensitive information.
• Project Coordination & Implementation Support (approx. 30% of duties):
  • Support coordination, tracking, and implementation of operational and strategic projects, including development/maintenance of project plans, timelines, action trackers, and implementation materials.
  • Cook up project communications, scheduling, documentation, milestones, and follow-up across leadership teams and workgroups.
  • Aid in initiatives related to operational redesign, governance, workflow integration, quality improvement, EHR implementation, and service development; participate in problem-solving and status reporting.
• Governance, Communication & Administrative Coordination (approx. 15% of duties):
  • Support governance workflows, recurring leadership and project meetings, agendas, minutes, decision logs, action trackers, and related documentation/SharePoint structures.
  • Act as a primary communication liaison to ensure transparency, accountability, and coordination among stakeholders, partners, and teams.
  • Aid in standardization of leadership documentation, administrative systems, and operational records.
• Data, Reporting & Presentation Support (approx. 10% of duties):
  • Support organization, formatting, preparation, and coordination of reports, dashboards, presentations, KPI materials, Board materials, and operational reporting tools.
  • Aid in data organization, document quality review and meeting reporting timelines.

Requirements

• Education and/or Relevant and Lived Experience (if applicable): High school diploma or equivalent required; bachelor’s degree in healthcare administration, business administration, project management, public administration, organizational leadership or related field preferred.
• Minimum of three (3) years of progressively responsible experience providing executive-level administration, operational or project coordination support required.
• Understanding of racial justice and social equity, trauma-informed care, and participant-centered principles with commitment to fostering an equitable environment for all ETS clients, patients, and staff.
• Strong organizational, administrative, operational coordination, and project management skills with ability to manage competing priorities and complex environments.
• Excellent written and verbal communication skills with ability to communicate professionally across leadership levels and teams.
• Advanced attention to detail, analytical/critical thinking, problem solving, and systems-thinking abilities.
• Ability to establish and maintain effective working relationships with staff, leadership, partners and stakeholders from diverse backgrounds.
• Ability to maintain confidentiality and exercise discretion with highly sensitive information.
• Strong computer proficiency in Microsoft Office Suite (Teams, Outlook, SharePoint, etc.), project tracking tools, dashboards and presentation software.
• Flexible team player who is dependable, adaptable, collaborative, and proactive.
• Must be able to pass a Washington State Patrol criminal background check.