Administrative Assistant to the Executive Director

Job Description

Job Description

Scope of Position :

The Administrative Assistant to the Executive Director provides administrative and organizational support to the Executive Director of a nonprofit hospice and palliative care organization. This role requires exceptional organization, discretion, and the ability to manage multiple complex projects in a mission-driven, fast-paced environment where priorities may shift daily. The Administrative Assistant coordinates communications and route questions to the appropriate person, ensuring communications are handled professionally, accurately, and in alignment with the organization’s mission and legal obligations regarding privacy and confidentiality.

 

Qualifications:

• One to two years of administrative, office, or related support experience, preferably in a nonprofit or healthcare setting.
• Proven ability to track assigned tasks, coordinate project lists, and provide deadline reminders.
• Strong written and verbal communication skills, with the ability to draft professional correspondence, take meeting minutes and reports.
• High attention to detail, accuracy, and follow-through.
• Demonstrated ability to maintain confidentiality and handle sensitive information with integrity.
• Proficiency in Microsoft Office 365.
• Ability to work independently with minimal supervision while maintaining strong team collaboration.

 

Preferred:

• Associate’s or Bachelor’s degree in Business Administration, Communications, or related field.
• Experience in a healthcare or hospice environment.
• Familiarity with Oregon employment and nonprofit compliance standards.
• Proficient with technology and digital tools.

 

Essential Functions (including but not limited to):

 

Executive Director Support:

• Provide direct administrative support to the Executive Director, including calendar management, correspondence, document preparation, meeting coordination, and minute-taking.
• Handle highly confidential information in compliance with HIPAA, Oregon privacy statutes, and organizational policy.
• Prepare, proofread, and maintain accurate records, contracts, and reports with attention to detail and compliance with nonprofit governance standards.

• Support the coordination of Board of Directors meetings, including drafting agenda, material distribution, and recordkeeping of official minutes, and materials.

 

Project & Operations Coordination:

• Assist with scheduling, updating task lists, and gathering project updates, ensuring deliverables, deadlines, and compliance requirements are met.
• Anticipate needs of the Executive Director and leadership team to streamline workflow, resolve scheduling conflicts, and maintain operational efficiency.
• Maintain administrative tools and help update documents under leadership direction.
• Coordinate organizational initiatives, and special projects such as staff events, community engagement activities, and donor communications.

 

Communication & Representation:

• Prepare routine correspondence using templates and submit drafts for approval, including internal memos, external correspondence, and donor acknowledgments.
• Serve as a first point of contact for sensitive inquiries, exercising diplomacy, professionalism, and sound judgment.
• Ensure consistency and professionalism across all communication channels, including email, written correspondence, and public messaging.
• Foster a positive and mission-centered culture through clear, compassionate, and proactive communication.

 

Confidentiality & Compliance:

• Maintain strict confidentiality regarding all personnel, patient, and donor information in accordance with HIPAA, Oregon State laws (ORS 192.553-192.581), and organizational policies.
• Handle sensitive matters with discretion, tact, and an understanding of ethical boundaries.
• Gather, organize, and file requested documents under leadership direction.

 

Core Competencies:

• Project Coordination: Organize resources, timelines, and deliverables efficiently.
• Communication: Clear, respectful, and professional across written, verbal, and digital platforms.
• Discretion & Integrity: Maintains trust and confidentiality in all matters.
• Adaptability: Comfortable managing evolving priorities in a dynamic nonprofit environment and adapt quickly to changing priorities.
• Initiative: Anticipates needs, identifies solutions, and takes ownership of outcomes.
• Mission Alignment: Demonstrates commitment to compassionate, community-based hospice and palliative care.

 

Working conditions and special requirements:

• Ability to work in our office from 8am to 5pm M-F with occasional off-site meetings or events after normal business hours .
• Must be able to sit, stand, and use a computer for extended periods.
• Occasional lifting of up to 25 pounds may be required.

• Person must have a current Oregon driver’s license and acceptable driving record, with full access to an insured vehicle for work with expectation of moderate driving, including occasional night driving.
• Maintain an eligible driving record throughout employment.