Executive Administrative Assistant

Salary$28-$32 per hour, DOEScheduleFull-time, 40 hours per week (non-exempt)Work environmentHybrid (Everett office, remote work, and occasional local travel)Company DescriptionFounded in 2018, the Community Health Worker Coalition for Migrants and Refugees is a 501c3 nonprofit dedicated to advancing health equity for migrant, refugee, and other underserved communities in Washington State. CHWCMR's mission is to increase the capacity and competencies of Community Health Workers (CHWs) and Community Champions by creating sustainable opportunities, implementing innovative solutions, and cultivating productive partnerships. Through culturally responsive, community-driven programs, the organization supports initiatives in environmental health, mental and behavioral health, maternal and infant health, and preventive health through community outreach, education, and workforce development.Role DescriptionThe Community Health Worker Coalition for Migrants and Refugees (CHWCMR) is seeking a highly organized, adaptable, and community-centered Executive Assistant to support the Executive Director and leadership team. This role is critical to ensuring smooth day-to-day operations, strong communication across partners, and effective coordination in a fast-moving, mission-driven environment. The ideal candidate is proactive, detail-oriented, and committed to supporting community-based work with professionalism, discretion, and care. Fluency in both Spanish and English (written and verbal) is required to support communication with diverse community members, partners, and stakeholders. Responsibilities include:Executive & Administrative Support:Manage the Executive Director's calendar, scheduling, and meeting coordinationSend meeting invitations, reminders, and follow-up communicationsCoordinate travel arrangements, including lodging, transportation, and expense reimbursementsDraft, edit, and respond to professional emails in English and Spanish on behalf of the Executive DirectorSupport the Executive Director in staying organized, prepared, and on scheduleHelp manage competing priorities and time-sensitive requestsMaintain strict confidentiality and professionalismMeeting and Coordination Support:Prepare agendas, meeting materials, and presentation packetsTake, organize, and distribute meeting notes and track follow-up on action itemsCoordinate logistics and communications for staff, board, and community meetingsWelcome guests and help ensure meetings and visits run smoothlyOperations & Administrative Systems Support:Organize and maintain files, spreadsheets, and program documentationTrack deadlines, applications, reporting requirements, and formsMaintain records for contracts, MOUs, SOWs, and administrative paperworkAssist with data entry and maintain Community Health Worker and participant recordsMonitor shared inboxes and communication channels as neededSupport document formatting, proofreading, and preparationCommunications & Community EngagementMonitors all communication channels for the organization and ED (phone, email, Slack, etc.)Communicate with community partners, funders, staff, and stakeholders in both Spanish and English as they inquireAssist with internal and external communicationsSupport preparation for visits from and meetings with funders, grantors, and community partnersHelp ensure timely responses and consistent follow-throughEvents & Logistics Coordinate logistics for meetings, trainings, and community eventsAssist with scheduling, reminders, materials, and event setupSupport guest coordination and communicationAnticipate and address scheduling and logistical challenges as they ariseFinancial & Administrative TrackingTrack receipts, reimbursements, and expense documentation of the leadership teamCoordinate with staff to ensure required documentation is collected and submittedRequired QualificationsFluency in Spanish and English (written and verbal)5+ years of relevant experience as an administrative or executive assistantStrong organizational and time management skillsExcellent written and verbal communication skillsAbility to manage multiple priorities and quickly adapt to changes in a fast-paced environmentClose attention to detail and dependabilityAbility to work independently and take initiativeComfort maintaining confidentiality and discretionStrong interpersonal skills and professionalismExperience with tools such as Google Drive, Gmail, Google Calendar, and similar platformsPreferred Qualifications:Experience working in a nonprofit, community-based organization, or public health settingFamiliarity with Community Health Worker (CHW) programs or immigrant/refugee communitiesExperience supporting leadership or executive-level staffIdeal Candidate:You are motivated to support community-centered work and advance health equity. You are flexible, proactive, and take pride in helping leaders and teams stay organized and effective. You enjoy building relationships, improving systems, and ensuring strong communication across diverse stakeholders.