Executive Assistant / Board Liaison

Description:

The Executive Assistant / Board Liaison provides high-level administrative and operational support to the Chief Executive Officer (CEO) and serves as the primary coordinator for Board of Directors governance and operations. This role ensures effective executive workflow, seamless board engagement, and compliance with federal and state requirements, including those established by the Health Resources and Services Administration and the Oregon Health Authority.

The position requires exceptional organization, discretion, and attention to detail, with the ability to manage sensitive information, coordinate complex processes, and support governance functions in a Federally Qualified Health Center (FQHC) environment.

Essential Responsibilities: Executive & Board Support & Coordination

Executive Support

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, correspondence, and prioritization of competing demands
• Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders
• Prepare, proofread, and edit executive communications, reports, and presentations
• Coordinate executive meetings, including agendas, materials, logistics, and follow-up actions
• Support special projects, strategic initiatives, and organizational priorities as assigned

Board Governance & Liaison Functions

• Serve as the primary point of contact for the Board of Directors and board committees
• Coordinate all board and committee meetings, including scheduling, agenda development, and distribution of materials
• Ensure timely, accurate, and compliant preparation of board packets and supporting documentation
• Record and maintain official board minutes and governance records
• Track board actions, resolutions, and follow-up items to ensure completion and accountability
• Support board onboarding, training, and ongoing education in alignment with governance requirements
• Coordinate annual board calendar, retreats, and strategic planning sessions

Governance Compliance & Documentation

• Maintain board governance documents, including bylaws, policies, committee charters, and rosters
• Ensure board operations align with FQHC governance requirements and regulatory expectations under HRSA
• Support compliance with public meeting requirements and applicable Oregon regulations, as appropriate
• Maintain document management systems to ensure version control, accessibility, and audit readiness
• Assist in preparation for audits, operational site visits, and compliance reviews

Communication & Coordination

• Facilitate clear and consistent communication between executive leadership, the board, and organizational stakeholders
• Collaborate with leadership to ensure board materials reflect organizational priorities, compliance requirements, and strategic goals
• Coordinate cross-functional input for board reporting, presentations, and updates
• Support internal communications as needed to reinforce alignment between governance and operations

Administrative & Operational Support

• Manage confidential information with a high degree of discretion and professionalism
• Oversee logistics for executive and board meetings, including virtual and in-person coordination
• Maintain organized records, filing systems, and tracking tools
• Support quality improvement and process enhancement initiatives related to executive and governance operations
• Perform other duties as assigned

Essential Responsibilities: ORGANIZATIONAL TEAM MEMBER

• Participate in quality and organizational process improvement activities when requested
• Support and contribute to effective safety, quality, and risk management efforts by adhering to established policies and procedures, maintaining a safe environment, promoting accident prevention, and identifying and reporting potential liabilities
• Openly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive manner
• Work collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organization
• Provide excellent customer service to all internal and external customers, which includes team members, patients, students, visitors, and vendors, by consistently exceeding the customer’s expectations
• Advance personal knowledge base by pursuing continuing education to enhance professional competence
• Promote individual and organizational integrity by exhibiting ethical behavior to maintain high standards
• Represent organization at meetings and conferences as applicable

Knowledge, Skills, & Abilities:

• Critical attention to detail for accuracy, timeliness, and organization of assigned work
• Ability to report to work as scheduled, and willingness to work a flexible schedule when needed
• Proficient in databases, Microsoft Office Suite and Windows Operating System (OS)
• Knowledge and understanding of how the positions’ responsibilities contribute to the department and company goals and mission
• Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse
• Training in, awareness and understanding of equity, diversity, inclusion, and the equity lens: ability to analyze the unfair benefits and/or burdens within a society or population by understanding the social, political, and environmental contexts of policies, programs, and practices
• A respectful and friendly demeanor, with a non-judgmental approach
• Ability to maintains high standards for data quality and reporting
• Ability to follow structured workflows and ensure consistency in HR operations
• Ability to handles sensitive information with discretion
• Ability to provides responsive, clear support to employees and managers
• Understanding of regulatory and policy requirements
• Ability to handle stress and sensitive situations effectively while projecting professionalism
• Ability to communicate professionally, both conversing and written
• Ability to work with diverse populations and interact with people of differing personalities and backgrounds
• Sensitive to economic considerations, human needs and aware of how one’s actions may affect others
• Poised; maintains composure and sense of purpose

Requirements:

Qualifications, Education, & Experience

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field (or equivalent experience)
• 3–5 years of executive administrative support experience, preferably supporting senior leadership or a board of directors
• Demonstrated ability to manage complex schedules, priorities, and confidential information
• Experience supporting audits, compliance reviews, or board reporting processes
• Experience coordinating board or governance functions strongly preferred
• Experience in a healthcare setting, preferably an FQHC or community health center strongly preferred
• Familiarity with HRSA Health Center Program governance requirements strongly preferred
• Knowledge of Oregon public meeting laws and nonprofit governance practices strongly preferred

Licensures/Certifications:

• Non-violent Crisis Intervention Comprehensive training class completed within 6 months of hire and recertify prior to the expiration date.
• Current American Health Association (AHA) Basic Life Support Card (BLS) or within 6 months of hire.

Immunizations Required:

• TB (test upon hire).

Working Conditions: (Administrative/Office Clerical)

This position must have the ability to remain in a stationary position, often for long periods of time, and occasionally move about inside the office to access office machinery; and frequently communicate and exchange accurate information.

Work Condition: Healthcare Facility

• Employee generally works within the interior of a healthcare facility office.
• Employee may travel locally and be responsible for own transportation; out of area travel may be required on occasion.
• Hours of operations and specific staff scheduling may vary based on operational need.
• The healthcare facility office environment is clean with a comfortable temperature and moderate noise level.

Exposed to:

• Healthcare facility cold and heat controls.
• Close contact with employees and the public, in a healthcare facility.
• Potential exposure to communicable diseases.
• Potential exposure to escalated or angry patients.

Machines, equipment, tools, and supplies used:

• Constantly operates a computer and other office productivity machinery, such as postage machine, fax, copier, calculator, multi-line telephone system, scanner.
• May answer a high volume of telephone calls, complete documentation, and use computer programs to either obtain or record information.
• May be required to use standard precautions due to threat of exposure to blood and bodily fluids.

Multiple Duties: Must be able to work under conditions of frequent interruption and be able to stay on task.

Other Information:

This job description is intended to provide only basic guidelines for meeting job requirements. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of Waterfall Clinic employees. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.