Community Health Center of Snohomish County

8609 Evergreen Way
Everett , WA
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Executive Assistant

Community Health Center of Snohomish County
Everett, WA Full-time
Posted on August 12, 2019

Community Health Center of Snohomish County is recruiting a full-time Executive Assistant in Everett, Washington.

The Executive Assistant is responsible for providing support and assistance to the Chief Executive Officer and members of the Executive Leadership Team. In addition, the Assistant is responsible for providing support and assistance to the Board of Directors, through the direction of the Chief Executive Officer. The Assistant is responsible for a wide range of administrative support-related tasks, involving research, data analysis, planning, correspondence, communication, document preparation, office organization, management of supplies, management of company records, travel arrangements and representing the executives to others. The Assistant will handle the maintenance of calendars/schedules by scheduling of appointments, arranging meetings, setting up rooms, ordering food, building meeting agendas and minutes. The Assistant performs clerical and receptionist activities including, but not limited to, answering phones, taking messages, greeting visitors, faxing documents, filing, printing and copying. The Assistant will provide back-up support and coverage to the administrative assistants, as needed. In addition, the Executive Assistant has responsibility for the daily operational activities and functions of the Administrative Support Services Department and staff. This position provides management and supervision to designated staff.

Knowledge, Skills and Abilities
• Reads, speaks, understands and writes proficiently in English.
• Effectively communicates orally and in writing.
• Represents the organization in a professional and effective manner to the community.
• Independent and self-directed.
• Supports, motivates and sustains a team-oriented culture.
• Problem-solves with creativity and ingenuity.
• Organizes, prioritizes, and coordinates multiple activities and tasks.
• Works with initiative, energy and effectiveness in a fast-paced environment.
• Applies skills in employee relations: scheduling, hiring, firing, progressive discipline, and etc.
• Demonstrates leadership and basic management skills.
• Remains calm and effective in high pressure and emergency situations.
• Works effectively in a team environment.
• Demonstrates excellent financial skills in budgeting and handling revenues and expenses.
• Produces work in high quantity and quality.
• Keyboarding: 55-60 wpm with a 95% accuracy rate.
• Proficiency in the use of Microsoft Office applications; Word, Excel, Outlook and PowerPoint.

Preferred:
• Familiarity with various computer software applications; Project, Photoshop, PageMaker, Illustrator and Publisher.
• Shorthand or transcription skills.

Education
• High school graduate or equivalent.
• Associate’s degree in a related field or in lieu of degree, a combination of equivalent education and work experience.

Preferred:
• Bachelor’s degree in a related field.

Experience
• Administrative support experience working with executive level management in a professional setting (5 years).
• Administrative support experience working with a board of directors in a professional setting (3 years).
• Experience with editing and proofreading documents (5 years).
• Experience in planning and hosting of organization events, activities and functions (2 years).
• Supervisory/management experience at the department level (3 years).

Credentials Preferred:
• Notary Public

Other
• Driver's license with the State of Washington.
• Motor vehicle insurance liability policy, a certificate of deposit, or a liability bond to the required limits.

Job Specific Functions/Performance Expectations:

A. Job Specific Functions/Performance: General
1. Responsible for providing support and assistance to the Chief Executive Officer and members of the Executive Leadership Team.
2. Responsible for providing support and assistance to the Board of Directors, through the direction of the Chief Executive Officer.
3. Responsible for handling, reporting and assisting in the resolution of administrative issues associated with executive and/or governance support. Solves daily operational problems and seeks counsel from supervisor and/or appropriate member of the Executive Leadership Team, as needed.
4. Responsible for a wide range of administrative support-related tasks for the Chief Executive Officer, members of the Executive Leadership Team and Board of Directors, involving research, data analysis, planning, correspondence, communication, document preparation, office organization, management of supplies, management of company records, travel arrangements, representing the executives to others, etc.
5. Handles the maintenance of calendars/schedules for the Chief Executive Officer, members of the Executive Leadership Team, Board of Directors and other committees and teams, including, but not limited to the scheduling of appointments, arranging meetings, setting up rooms, ordering food, building meeting agendas and minutes, etc.
6. Performs clerical and receptionist activities including, but not limited to, answering phones, taking messages, greeting visitors, faxing documents, filing, printing, copying, etc.
7. Provides assistance to ensure compliance with document formatting and organization branding guidelines (e.g., proofreading and editing).
8. Maintains various databases and tracking systems, including, but not limited to policies and procedures and forms, business agreements, director on-call schedule, etc.
9. Maintains appropriate vendor relationships, review and approve invoices, etc.
10. Assists in the planning and hosting of organization events, activities and functions.
11. Provides back-up support and coverage to the administrative assistants, as needed.
12. Adheres to attendance standards in order to perform the job functions for daily operations and/or continuity of patient care.

B. Job Specific Functions/Performance: Administrative Support Services
1. Department Oversight – Responsible for the daily operational activities and functions of the department and staff.

We offer competitive salary and a comprehensive benefits package designed to address health, time off, retirement and career-advancement needs.

To learn more and to apply for this position, please visit our website www.CHCsno.org to complete an online application and/or submit your resume for consideration.

Join a team that loves what they do and cares about those they serve.

AA/EEO Employer