Executive Assistant

Executive Assistant

Salary: $33.89-$47.72 per hour, payable bi-weekly. The salary scale for this position is between steps 0 and 19, depending on experience. This is an exempt salary position, 40 hours a week. Applicants must pass an extensive background check. This position is not union-represented.

About Us
Seattle Roots Community Health is a nonprofit organization that operates two primary care clinics, an After-Hours Clinic, two School-Based Health Centers, a low-barrier Medication-Assisted Treatment clinic, and a Dental Clinic. Our Carolyn Downs Family Medical Center was founded in 1970 by the Seattle Black Panther Party in Seattle’s Central District. Our Country Doctor Community Clinic was established in 1971 by residents of the Capitol Hill neighborhood in conjunction with the Seattle Liberation Front. The primary goal of each clinic is to provide low-barrier, high-quality healthcare services and promote social justice.

Seattle Roots is passionate about serving patients of all ethnicities, races, gender identities, languages, and backgrounds while employing individuals who are equally committed to this mission. To ensure our organization effectively serves these populations, we strive to promote policies that enable us to work successfully in all cross-cultural situations, with patients, coworkers, and the community.

Our Mission and Commitment to Social Justice
We remain committed to health equity and our founding principle of social justice. Every day, our actions are guided by our mission: to improve the health of our community by providing high-quality, compassionate, culturally appropriate primary healthcare that addresses the needs of people, regardless of their ability to pay. At Carolyn Downs and Country Doctor, healthcare is a right, not a privilege.

Job Summary

The Executive Assistant contributes to effective administrative functions and communications within Seattle Roots Community Health Centers to support the organization’s mission and values. The Executive Assistant 1) Provides confidential and professional administrative support to the Chief Executive Officer (CEO), the Chief Financial Officer (CFO), Medical Director and others as directed by the CEO; 2) Acts as Board Administrator, working closely with the Board Chair and CEO, to ensure the appropriate execution and documentation of all monthly board and committee meetings, as well as the annual board meeting and retreats; 3) Independently manages the office administrative functions and; 4) Provides event planning and management for the organization’s internal events, meetings, retreats, and dinners.

The Executive Assistant completes this work with great independence and flexibility in terms of methods and priorities, while the CEO or other delegating manager has the final responsibility for the work.

Responsibilities: The specific duties of the Executive Assistant include, but are not limited to:

Supporting the CEO by:

• Providing confidential support to the CEO based on a relationship of trust and open communication
• Managing the CEO’s calendar, as well as scheduling and managing meetings involving external stakeholders
• Providing logistical support to the CEO’s role as coordinator of staff in-service training or events as well as assuring documents generated by the CEO are stored and filed accordingly, on servers, intranet, web pages, and the contract management platform
• Maintaining effective professional relationships with Executive Assistants at key partner organizations
• Maintaining the organization chart, and other organizational documents as directed

Supporting effective governance of the organization by the Board of Directors, such as:

• Developing and managing the annual board calendars, as well as the board orientation documents, the board only web site, and designated Board Teams Channels
• Maintaining documentation related to governance to a standard sufficient for federal site reviewers and auditors
• Providing effective communications and working relationships with each board member, ex officio and prospective member
• Preparing and distributing meeting minutes and packets for the Board of Directors and committee meetings, along with all other activities’ incidental to the CEO’s role as staff to the board
• Assisting the board chair with board surveys as required
• Arranging meals/activities, as needed

Supporting Executive Leadership members by:

• Managing calendars and scheduling meetings as needed.
• Arranging travel and conference attendance.
• Arranging meals/activities as needed.

Support the Organization in Event Planning and Execution

• Planning and executing staff and board events upon the direction of the CEO
• Selecting and securing venues that fit the event requirements
• Negotiating contracts with venue, vendors and supplier
• Managing event budgets and ensuring cost effectiveness
• Planning and arranging food and beverage services as needed
• Overseeing event setup, execution, and cleanup
• Communicating event scheduling and needs with directors, staff, vendues, vendors, and speakers
• Providing on site management at the event when directed

Managing the administrative operations and facilities of the Seattle Roots Administrative Office at 510 19th Avenue East site:

• Under the direction of the CEO, serving as the point of contact for tenant property management, building O&M files, common areas, breakroom & conference room space, security & alarm systems, and storage areas.
• Purchasing and maintaining office supplies as directed
• Serving as liaison with the tenant property management company related to the apartment rentals and maintenance issues.
• Informing site leaders and Seattle Roots facility management company as needed when issues arise that affect both tenants and staff

Documentation of Organizational Contracts and Agreements

• Preparing all contracts for the CEO’s signature. Ensuring all fully executed contracts are delivered to relevant parties and entered into Compliatric accurately.
• Entering contracts signed by the CEO into Compliatric accurately to ensure all relevant data is included allowing the platform to monitor and communicate important contract dates, milestones, and information to relevant staff about contract related matters
• Maintaining confidentiality of all contracts

Other duties as assigned. At the core of the Executive Assistant position is the need to remain flexible to respond to emergent needs and to solve problems proactively. The position requires creativity and flexibility in problem-solving.

Education/Training/Experience:

• Bachelor’s degree or comparable education and experience
• Five or more years in an administrative and/or office management role
• Prior experience in small and large event planning.
• Exceptional planning, organizational, and follow-through skills

Abilities:

• Exceptional judgment and high emotional intelligence
• Exceptional interpersonal skills in managing complex relationships in high-stress situations
• Ability to maintain the confidentiality of patient, personnel, management, and board information is essential
• Critical thinking and problem-solving skills and the ability to research and understand legal and financial implications
• Proficient in Microsoft Office, Google products, SurveyMonkey and working on PCs
• Ability to quickly learn any software or database program
• Must be a self-starter, can work independently, as well as in a team environment
• Excellent written and oral communication including an advanced ability to produce error-free written material and meeting minute notes.

Equal Employment Opportunity Policy

Employer provides equal employment opportunity and treatment regardless of race, religion, color, creed, sex (including pregnancy, lactation, childbirth or related medical conditions), sexual orientation, age (40 and over), gender identity, national origin or ancestry, citizenship status, physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status or any other status protected by federal, state or local law. Employer conforms to the spirit as well as to the letter of all applicable laws and regulations. These protections extend to all management practices and decisions, including recruitment and hiring, appraisal systems, promotions, training, and career development programs.

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Basic Life/Accidental Death & Dismemberment (Life/AD&D)
• Supplemental Life/AD&D
• Basic Long-Term Disability (LTD) insurance
• Buy-Up Long-Term Disability
• Life Insurance

• Health and Dependent Care Flexible Spending Account (FSA)
• 401K Retirement Plan

• ORCA pass subsidy covering up to 80% of the cost
• Paid Time Off
• Sick Leave
• Paid Holidays
• Personal Day Off
• Extensive support for your health and financial well-being