Executive Office Administrator

• Base Pay $44.00 - $61.95 / Hour
• Employee Type Exempt

Description

Position Title: Executive Office Administrator Location: Carolyn Downs Family Medical Center

Employment Type: 40 hours/week

Union: No

Salary: $44.00– $61.95, Per hour, payable bi-weekly. The salary scale for this position is between steps 0 and 19, depending on experience and level of licensure. We use the resume submitted on your application to determine your hourly wage, so please ensure that all relevant work experience is listed in your resume. Applicants must pass an extensive background check.

About Us

Seattle Roots Community Health is a not-for-profit organization that operates two primary care clinics, an After-Hours Clinic, two School-Based Health Centers, a low barrier Medication-assisted treatment clinic and a Dental Clinic. Our Carolyn Downs Family Medical Center was founded in 1970 in Seattle's Central District. Our Country Doctor Community Clinic was established in 1971 by residents of the CapitolHill neighborhood.

Seattle Roots is passionate about serving patients of all backgrounds and employing individuals who are equally committed to this mission. To ensure our organization is best serving our populations, we strive to promote policies that enable us to work effectively in all situations, with patients, with coworkers, and with the community.

Our Mission

To improve the health of our community by providing high-quality and caring primary health care that addresses the needs of people, regardless of their ability to pay. At Carolyn Downs and Country Doctor, healthcare is a right.

Job Summary

Seattle Roots Community Health is seeking a detail-oriented and proactive Executive Office Administrator to play a key role in helping Seattle Roots Community Health execute its mission, strategic priorities, and organizational goals.

This position is more than traditional executive support. The Executive Office Administrator helps transform ideas into action by coordinating projects, supporting governance activities, driving follow-through on organizational priorities, and managing the daily operations of the CEO’s office.

The ideal candidate is highly organized, proactive, resourceful, and able to move seamlessly between executive support, project management, communications, and operational coordination. They thrive in fast-paced environments, anticipate needs before they arise, and are skilled at building relationships across all levels of an organization.

Job Responsibilities

Executive Support & CEO Office Operations

• Manage and coordinate the CEO's calendar, meetings, appointments, travel, and competing priorities.
• Prepare briefing materials, background information, presentations, and meeting agendas.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Exercise independent judgment in managing requests directed to the CEO.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Serve as a primary point of coordination for the Office of the CEO.
• Anticipate leadership needs and proactively address issues before they become barriers.

Strategic Project Coordination

• Manage and coordinate special projects assigned by the CEO.
• Support implementation of strategic initiatives and organizational priorities.
• Track project milestones, deliverables, risks, and deadlines.
• Coordinate activities across multiple departments to ensure timely execution.
• Assist with research, analysis, and development of recommendations for executive decision-making.

Board & Governance Support

• Coordinate logistics for Board of Directors and committee meetings.
• Prepare board packets, presentations, agendas, and supporting materials.
• Track board actions, assignments, and follow-up activities.
• Maintain governance records and meeting documentation.
• Support compliance with governance-related requirements and organizational policies.

Communications & Relationship Management

• Support development of internal and external communications on behalf of the CEO.
• Coordinate communication and follow-up with board members, community partners, funders, consultants, and stakeholders.
• Ensure information is communicated accurately, professionally, and in a timely manner.

Organizational Effectiveness

• Develop tracking tools, dashboards, and reporting mechanisms that improve visibility into organizational priorities.
• Utilize Microsoft 365 tools, including Teams, SharePoint, Planner, and Power BI, to improve workflow and accountability.
• Coordinate recurring meetings, action tracking, and follow-up processes.
• Identify opportunities to improve systems, processes, and communication across the organization.
• Help ensure organizational commitments remain visible and progress is monitored.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Five (5) years of progressively responsible experience in executive support, project management, healthcare administration, operations, nonprofit management, or a related field.
• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational and time-management skills.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Advanced proficiency with Microsoft Office and Microsoft 365 applications.
• Preferred:
  • Experience supporting executive leadership.
  • Experience working with boards of directors or governance committees.
  • Experience within healthcare, community health centers, or other nonprofit organizations.

We provide a robust suite of benefits, including the choice of three medical plans, two dental plans, long-term disability, life, and other insurance programs. You’ll have access to flexible spending accounts, a subsidy of up to 80% of the cost of an ORCA pass, plus an additional match of 50% of the employee's contribution up to 4% after one year of employment. (Ex. if employee contributes at 4%, Seattle Roots will match with an additional 2%, plus the safe harbor contribution totaling a 9% contribution to the employee's 401k) We’ve got you covered!