Job Description

Job Title

: Executive Assistant

Expected schedule:

20-30 hours per week

Reports to

: Founder & Executive Director, Director of Operations

Location

: Eugene, OR

Job Summary

:
The Executive Assistant will play a critical role in supporting the Executive Director in all operational and administrative functions. This position will manage calendar coordination, travel arrangements, communication, and document preparation. The ideal candidate will also assist in project management and serve as a liaison between the Executive Director and department directors, ensuring smooth workflow and efficient communication.

Key Responsibilities

:

Calendar Management

: Organize and schedule meetings, appointments, and events for the Executive Director, ensuring efficient time management.

Communication

: Serve as the first point of contact, handling phone calls, emails, and correspondence on behalf of the Executive Director.

Travel Arrangements

: Coordinate complex travel plans, including flights, accommodations, and detailed itineraries.

Document Preparation

: Draft reports, presentations, meeting agendas, and internal policies.

Research & Reporting

: Gather and analyze data for the preparation of executive reports, summaries, and presentations to aid in decision-making.

Coordination with Department Directors

: Ensure regular project updates from department directors. Facilitate the flow of information between the Executive Director and department heads. Organize and prepare departmental reports for executive review.

Confidentiality

: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.

Project Management

: Assist with project tracking and execution, ensuring deadlines are met and workflows remain efficient.

Other Duties as Assigned

: Adapt to additional tasks and responsibilities as needed.

Skills & Qualifications

:

Proficiency in

Google Workspace

(Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, Google Calendar, Google Meet and Chat, Google Forms). Competency in

Microsoft Office Suite

(Word, Excel, PowerPoint).

AI Competency

: Experience in utilizing AI tools (e.g., ChatGPT) for various tasks, including:

Mathematical Problem-Solving

: Using AI to compute complex mathematical problems, generate equations, and perform data analysis efficiently.

Legal Document Review

: Leveraging AI for drafting, reviewing, and summarizing legal documents, ensuring compliance with regulations and policies.

Project and Workflow Automation

: Implementing AI solutions to automate routine tasks, streamline operations, and improve decision-making processes.

Creative Problem Solving

: Applying AI-driven insights for creative problem solving, including predictive analysis and optimizing workflows.

Core Understanding of Mental Health/Behavioral Health

: The ideal applicant must possess a foundational knowledge of mental health and behavioral health, including terminology, treatment modalities, and an awareness of the unique needs of individuals facing mental health and addiction challenges. Familiarity with outpatient mental health services and co-occurring disorder treatment is preferred. Experience using

project management software

such as Asana, Trello, or Microsoft Project. Familiarity with communication platforms such as Google Meet and Zoom. Strong written and verbal communication skills. Exceptional organizational skills and attention to detail. Ability to multitask and prioritize in a fast-paced environment. Demonstrated ability to maintain professionalism and discretion in handling confidential information.

Pay Range

:
$26 to $30 per hour (depending on experience).

What We Offer

:

Competitive compensation. 224 hours of PTO/sick time. A collaborative and supportive work environment. Opportunities for professional growth and development.
Job Type: Full-time

Pay: $26.00 - $30.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Professional development assistance
Application Question(s):

What does flexibility and adaptability in the workplace mean to you?
Education:

High school or equivalent (Required)
Experience:

Executive administrative support: 3 years (Required) Healthcare: 1 year (Preferred)
Location:

Eugene, OR 97403 (Required)
Ability to Relocate:

Eugene, OR 97403: Relocate before starting work (Required)
Work Location: In person