What are the responsibilities and job description for the Senior Executive Assistant position at Central Oregon Health Council?
Senior Executive Assistant
The Senior Executive Assistant provides high-level administrative support to the Executive Director while managing the administration for the Board of Directors meetings, events, and subcommittees (70% of the role) and offering dedicated support to agency program managers (30% of the role). This role requires exceptional organizational skills, proactive problem-solving abilities, and strong communication skills to ensure seamless operations across executive leadership and program areas. Additionally, the Senior Executive Assistant will oversee and mentor temporary or part-time administrative assistants, ensuring high performance and consistency in administrative functions.
Key Responsibilities:
Board of Directors Administration (70%)
- Coordinate and manage all aspects of board meetings, including scheduling, agenda preparation, logistics, and follow-up.
- Prepare, distribute, and archive board materials and meeting minutes.
- Facilitate communication and collaboration with board members and subcommittees.
Event & Subcommittee Coordination
- Organize and execute events and subcommittee meetings, ensuring all necessary resources and materials are in place.
- Liaise with vendors, venues, and other stakeholders to guarantee successful event planning and execution.
Executive Assistance
- Manage the Executive Director's calendar, travel arrangements, and correspondence with precision and discretion.
- Prioritize and handle incoming inquiries and requests on behalf of the Executive Director.
Program Manager Support (30%)
Administrative Assistance
- Provide administrative support to agency program managers, including scheduling meetings, preparing reports, and managing documentation.
- Assist in coordinating internal communications and cross-departmental initiatives.
Project & Workflow Coordination
- Monitor project timelines and administrative workflows to ensure deadlines are met.
- Collaborate with program managers to streamline processes and improve overall operational efficiency.
Team Oversight
- Supervise temporary or part-time administrative assistants, delegating tasks and monitoring performance.
- Provide training, guidance, and performance feedback to foster professional growth and team efficiency.
Process Improvement
- Identify opportunities for improving administrative procedures and implement best practices to enhance productivity.
Requirements:
Minimum of 5 years of experience as an executive assistant or in a similar high-level administrative role, with demonstrable experience in board or event administration.
High school diploma or equivalent; college degree preferred.
Proficient computer skills, typing, and 10-key required. Demonstrated skills with the following software: Microsoft Word, Excel, Outlook, Microsoft PowerPoint, and Adobe Acrobat. Knowledge of Zoom platform (meetings, webinars, recordings, and reporting).
Must be extremely flexible, highly organized, able to multitask and prioritize work. Attention to detail and problem-solving skills a must.
Competencies:
- Planning and organizing
- Continuous improvement
- Adaptability
- Building trust
- Work standards
- Contributing to team success
Environment:
Work inside in a general office setting with ergonomically configured equipment. Travel is required approximately less than five percent of the time.
Physical Requirements:
Stoop and bend. Sit and/or stand for extended periods of time while performing core job functions. Repetitive motions to include typing, sorting, and filing. Light lifting and carrying of files and business materials. Ability to read and comprehend both written and spoken English. Communicate clearly and effectively.
Application Process:
The job is located in Bend, Oregon. The salary range is typical for the area and based on experience. Start date immediate or as soon as possible upon selection. Interested candidates should submit a resume, cover letter, and references by sending email to COHC. For more information about the company, visit cohealthcouncil.org.
