Executive Director Assistant

Position Title

Executive Director Assistant

Position Summary

The Executive Director Assistant provides high-level administrative, operational, and human resources support to the Executive Director of Discovery Counseling Group. This role is essential to the smooth functioning of agency operations and serves as a key liaison between leadership, clinical staff, contractors, and community partners. The Executive Director Assistant supports organizational management, HR processes, hiring coordination, policy compliance, scheduling, and internal communications, allowing the Executive Director to focus on strategic leadership and clinical oversight.

Essential Duties and ResponsibilitiesExecutive & Administrative Support

• Provide direct administrative support to the Executive Director, including calendar management, scheduling meetings, preparing agendas, and documenting action items.

• Assist in planning, coordinating, and organizing administrative, staff, and clinical meetings and training.

• Draft, edit, and manage internal and external communications on behalf of the Executive Director.

• Support agency-wide planning initiatives and special projects as assigned.

Human Resources & Hiring Support

• Coordinate hiring processes for clinical and administrative staff, including posting positions, screening applications, scheduling interviews, and supporting onboarding.

• Maintain personnel files and ensure compliance with agency policies, licensure requirements, liability insurance documentation, and credential tracking.

• Assist with contractor agreements, renewals, and documentation.

• Support annual performance review processes, including scheduling, documentation, and follow-up.

• Serve as a point of contact for HR-related inquiries and assist with implementation of HR policies and procedures.

• Support staff orientation, training coordination, and offboarding processes.

Operations & Compliance

• Assist with monitoring compliance with agency policies, procedures, professional standards, and licensing requirements.

• Support the collection and organization of staff time logs, therapy statistics, training hours, and related data.

• Help ensure clinical staff files remain current and complete.

• Assist in maintaining documentation related to ethics compliance and professional standards.

Financial & Organizational Support

• Provide administrative support related to budgeting, invoicing, expense tracking, and day-to-day financial transactions as directed by the Executive Director.

• Assist with tracking contracts, payments, and reimbursement documentation.

• Support grant, program, and reporting preparation as needed.

Community & Program Support

• Assist with referral coordination, intake assignments, and communication with community partners.

• Support outreach efforts and coordination with schools, clinicians, therapists, consultants, and families.

• Help coordinate agency events, trainings, and community-facing initiatives.

Facilities & General Operations

• Assist with coordination of facility maintenance, upgrades, equipment purchases, and vendor communications.

• Support operational troubleshooting and respond to urgent administrative needs as they arise.

Skills and QualificationsRequired Skills

• Strong organizational, administrative, and time-management skills.

• Demonstrated ability to handle sensitive and confidential information with professionalism.

• Excellent written and verbal communication skills.

• Ability to prioritize tasks, troubleshoot issues, and manage competing deadlines.

• Proficiency with office technology, scheduling tools, and record-keeping systems.

Preferred Qualifications

• Experience in human resources, hiring coordination, or administrative support within a clinical, nonprofit, or social services setting.

• Familiarity with mental health or social service agencies, professional licensure requirements, and ethical standards.

• Strong critical thinking skills with the ability to support leadership decision-making.

• Ability to work independently while collaborating closely with leadership and staff.

• A high degree of flexibility, initiative, creativity, and sound judgment.

Work Environment

This role requires regular interaction with leadership, clinical staff, contractors, and community partners. The Executive Director Assistant must be comfortable navigating fast-paced environments, handling confidential material, and supporting crisis-responsive work when needed.

Job Type: Part-time

Pay: $26.57 - $32.00 per hour

Work Location: Hybrid remote in Spokane, WA 99201