Executive Administrative Assistant

Salary : $28$32 per hour, DOE

Schedule : Full-time, 40 hours per week (non-exempt)

Work environment : Hybrid (Everett office, remote work, and occasional local travel)

Company Description

Founded 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. CHWCMRs 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 Description

The 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 Directors calendar, scheduling, and meeting coordination
• Send meeting invitations, reminders, and follow-up communications
• Coordinate travel arrangements, including lodging, transportation, and expense reimbursements
• Draft, edit, and respond to professional emails in English and Spanish on behalf of the Executive Director
• Support the Executive Director in staying organized, prepared, and on schedule
• Help manage competing priorities and time-sensitive requests
• Maintain strict confidentiality and professionalism

Meeting and Coordination Support:

• Prepare agendas, meeting materials, and presentation packets
• Take, organize, and distribute meeting notes and track follow-up on action items
• Coordinate logistics and communications for staff, board, and community meetings
• Welcome guests and help ensure meetings and visits run smoothly

Operations & Administrative Systems Support:

• Organize and maintain files, spreadsheets, and program documentation
• Track deadlines, applications, reporting requirements, and forms
• Maintain records for contracts, MOUs, SOWs, and administrative paperwork
• Assist with data entry and maintain Community Health Worker and participant records
• Monitor shared inboxes and communication channels as needed
• Support document formatting, proofreading, and preparation

Communications & Community Engagement

• Monitors 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 inquire
• Assist with internal and external communications
• Support preparation for visits from and meetings with funders, grantors, and community partners
• Help ensure timely responses and consistent follow-through

Events & Logistics

• Coordinate logistics for meetings, trainings, and community events
• Assist with scheduling, reminders, materials, and event setup
• Support guest coordination and communication
• Anticipate and address scheduling and logistical challenges as they arise

Financial & Administrative Tracking

• Track receipts, reimbursements, and expense documentation of the leadership team
• Coordinate with staff to ensure required documentation is collected and submitted

Required Qualifications :

• Fluency in Spanish and English (written and verbal)
• 5+ years of relevant experience as an administrative or executive assistant
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and quickly adapt to changes in a fast-paced environment
• Close attention to detail and dependability
• Ability to work independently and take initiative
• Comfort maintaining confidentiality and discretion
• Strong interpersonal skills and professionalism
• Experience with tools such as Google Drive, Gmail, Google Calendar, and similar platforms

Preferred Qualifications:

• Experience working in a nonprofit, community-based organization, or public health setting
• Familiarity with Community Health Worker (CHW) programs or immigrant/refugee communities
• Experience supporting leadership or executive-level staff

Ideal 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.