Executive Assistant/Project Manager

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 BestCare’s policies and procedures, best practices, and regulatory requirements.

ESSENTIAL FUNCTIONS

• 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 BestCare 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.

PROJECT MANAGEMENT

• 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.

PM OPERATIONS & COORDINATION

• Support strategic planning efforts and execution of organizational initiatives.
• Cook up events, offsite meetings, and team activities.
• Aid with budgeting tasks, vendor coordination, and contract tracking (as needed).

ORGANIZATIONAL RESPONSIBILITIES

• Performs work in alignment with BestCare’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.

QUALIFICATIONS

• Education and/or Experience Requirements: 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.
• Licenses and Certifications: 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.
• Required Competencies: 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 recordkeeping systems; Strong customer service skills and demonstrate a positive, solution-oriented focus; Strong critical thinking skills; Excellent interpersonal and communication skills (oral and written); Excellent organizational skills and attention to accuracy and detail; Excellent time management skills with a proven ability to meet deadlines; Ability to maintain strict confidence at all times; Ability to function well and use good judgment in a high-paced and at times stressful environment; Ability to manage conflict resolution and anger/fear/hostility/violence of others appropriately and effectively; Ability to work effectively in a diverse, multi-cultural environment; Ability in building/maintaining relationships; Ability to work independently as well as participating as a positive, collaborative team member.
• PREFERRED: Bilingual in English/Spanish; Experience in Behavioral Health and/or Healthcare Industry.

TOOLS AND EQUIPMENT USED

• Computer/laptop, modern copy/fax/scanning machines, printer, softphone, project management software.

WORK ENVIRONMENT/PHYSICAL DEMANDS

• Primarily indoors (95%)
• Prolonged periods sitting at a desk and working on a computer, with occasional standing and walking
• Exerts force or lifts/carries up to 10-20 pounds at times
• Continuous use of arms, wrists, hands to perform repetitive tasks/motions
• Occasional grasping/squeezing and reaching below shoulder-level
• Must be able to hear alarms/telephone/audio/normal speaking voice
• Must have clarity of vision
• May be exposed to communicable disease