Position Details

Executive Assistant

*Cover Letter Required: Applications without a cover letter will not be reviewed.*

Reports to: Chief Executive Officer

Pay Range: $25 to $35 per hour (DOE/DOQ)

Hours: Full-time, 40 hours per week

Benefits:

  • Medical, Dental & Vision Insurance
  • Vacation, Sick Leave, Float Days & Paid Holidays
  • 403(b) Retirement Plan
  • Life Insurance
  • Long Term Disability
  • Wellness Program
  • Employee Assistant Program
  • LifeFlight Membership
  • Education Allowance

JOB PURPOSE: This highly organized position provides administrative support to the Executive Leadership Team and Board of Directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Provides administrative support services to the CEO and the Board of Directors with strong customer service focus.
  • Assists the CEO with scheduling and other office related tasks.
  • Supports the CEO and Development Director in the planning and implementation of agency events and functions such as the Annual Gala.
  • Provides periodic support to other members of the Executive Leadership Team.
  • Maintains the highest level of confidentiality relevant to highly sensitive information.
  • Maintains corporate files, business licenses, and Department of Health facility licensure.
  • Represents the agency to external resources as requested.
  • Assist with public relations as requested.
  • Manages office supply ordering and distribution throughout the organization and coordinate with vendors to ensure reasonable pricing. Responsible for supply room upkeep and organization.
  • Processes daily agency mail and distribute accordingly.
  • Creates form templates as requested.
  • Takes a lead role in the coordination of the Annual Meeting, a staff appreciation event.
  • Provides Project Management for finite projects on an as needed basis.
  • Maintains familiarity with and handles client information in accordance with Federal Regulations (42 CFR, Part 2), the Revised Code of Washington (RCW 71.05.390 and RCW 71.24), and other applicable laws pertaining to confidentiality of client and staff information.
  • Maintains physical security of confidential materials and assigned Agency property.

SECONDARY DUTIES AND RESPONSIBILITIES:

  • Works in partnership with CEO and staff to maintain the highest quality service.
  • Interacts, as required, with clients, public, other providers, and staff in a pleasant and professional manner.
  • Serve as a scribe during various meetings, accurately documenting discussions and key decisions.
  • Prepare, review and edit written materials to ensure clarity , professionalism and error-free content.
  • Knowledge of standard office practices, procedures, and equipment.
  • Strong written and oral communications skills, to include ability to compose routine office correspondence.
  • Ability to exercise good judgment in evaluating situations, making decisions, and following written and oral directions.
  • Strong interpersonal skills and ability to interact in a pleasant and professional manner in-person, through email, and on the telephone.
  • Ability to keep CEO appropriately informed and to exercise and maintain confidentiality of information as related to this position.
  • Ability to multi-task.
  • Ability to analyze variable information, recognizes anomalies, and reaches accurate decisions.
  • Knowledge of filing and indexing techniques.
  • Prioritizes, organizes, and meets deadlines with minimal supervision and frequent interruptions.

PERFORMANCE EXPECTATIONS:

  • To accomplish assigned duties and responsibilities in a timely, efficient manner in accordance with deadlines, agency policies, laws, and regulations.
  • Maintains communication with CEO, Board of Directors, and Leadership Staff to ensure work processes of the agency are accomplished.
  • Participates in providing a supportive, positive, and encouraging work environment.

REQUIRED EDUCATION, LICENSE(S), CERTIFICATION, AND EXPERIENCE:

Education: Associate degree or higher

Licensure: N/A

Experience: Minimum 3 years' experience in executive level administrative support.

Additional agency requirements:

  • Must be able to pass a pre-employment drug test and background check.
  • Must be able to provide vaccination records for MMR, Hep B, Tdap and recent flu shot.

PREFERRED ADDITIONAL CREDENTIALS / EXPERIENCE:

Experience: Education or training relevant to this position.

KNOWLEDGE, SKILLS, AND ABILITIES:

Essential:

  • Ensures consistent high standards of professional conduct by self and staff in the performance of assigned duties and in interactions with clients, staff, and community members.
  • Demonstrates high proficiency in MS Office including formatting large, complex documents.
  • Maintains confidentiality of agency, personnel, and client information.
  • Ability to communicate effectively, orally and in writing.
  • Ability to type 60 wpm and no errors.
  • Knowledge of administrative/corporate office procedures.
  • Knowledge of standard business letter composition, ability to edit documents for grammar, punctuation, etc.
  • Ability to work with little or no supervision.
  • Ability to exercise and maintain confidentiality of information.
  • Ability to navigate complex governmental websites.
  • Knowledge of public relations and journalism skills.

NATURE AND SCOPE:

Physical Demands:

  • Moderate physical effort (lifts / carries up to 25 lbs.)
  • Prolonged sitting at desk/computer.
  • Occasional standing/walking
  • Occasionally lifts supplies and equipment.

Cognitive Skills:

  • Advanced verbal and written communication skills.
  • Effective team building techniques.
  • Analytical skills.
  • Attention to detail.
  • Strong interpersonal skills.

Working Environment:

  • Works in a clean, well-lit and ventilated office.
  • May be exposed to infections and contagious diseases.

Working Demands:

  • Frequent pressure due to schedule demands.
  • Subject to varying and unpredictable situations.

Principal Challenges:

  • Contributing to the provision of high-quality customer service and clinical services in efficient and cost-effective ways.
  • Maintaining professionalism under a wide variety of sometimes stressful circumstances with constant interruptions.

*Peninsula Behavioral Health does not discriminate because of a person's presence of any sensory, mental, or physical disability, race, creed, color, national origin, sex, sexual orientation, gender identity including transgender status, marital status, pregnancy, childbirth, and pregnancy-related conditions, age (40), honorably discharged veteran or military status, or use of a trained dog guide or service animal by a person with a disability, state employee or health care whistleblower status.