Executive Administrative Coordinator

Job Description

Job Description

Why Work for Us?
Partners In Care (PIC) is an independent 501(c)(3) nonprofit organization and the largest, oldest provider of home health, palliative care, and hospice services in Central Oregon. Serving Deschutes, Crook, and Jefferson counties, our dedicated team of over 200 employees and 200 volunteers delivers compassionate, patient-centered care across a 10,000-square-mile area. Additionally, Hospice House in Bend, Oregon, is a specialty hospital for inpatient hospice care, creating an oasis of tranquility and comfort for patients and their families. We prioritize excellence, empathy, and collaboration, fostering a culture of kindness, respect, and learning while valuing diversity and the well-being of our employees, volunteers, patients, and families.

Location : Bend, Oregon.
Compensation : $22.61-$36.13 per hour/non-exempt (DOE). 
Part-time: 25-30 hours per week. 
Benefits: 

• Two Medical/Dental Plans, including vision. 
• Generous Paid time off. 
• $25,000 life insurance policy. 
• Short and long-term disability. 
• 403b retirement savings with employer match, no vesting required! 
• Employee Assistance Program 
• Voluntary benefits: Legal Shield, AFLAC & MASA Transportation.

Summary/Objective: The Executive Administrative Coordinator provides high-level administrative and project support to the Chief Executive Officer and project teams. This position is responsible for coordinating schedules, organizing meetings, supporting communications with community stakeholders, and ensuring projects progress efficiently through effective planning, organization, and follow-up. The role serves as a central point of coordination, helping leaders and teams stay aligned, informed, and focused on organizational priorities.

Essential Functions:
Administrative Support

• Manage complex calendars and scheduling for assigned leaders and teams.
• Coordinate meetings, appointments, and special events.
• Prepare and distribute meeting agendas and supporting materials.
• Attend meetings, take accurate minutes, and distribute action items and follow-up communications.
• Serve as a primary point of contact with community leaders, external stakeholders, and organizational partners.
• Maintain organized records, files, and documentation.
• Coordinate travel arrangements, event logistics, and other administrative activities as needed.
• Draft, edit, and distribute correspondence, reports, and other communications.
• Track deadlines and ensure timely completion of administrative tasks and commitments.

Project Coordination and Support

• Organize and coordinate project meetings, workgroups, and planning sessions.
• Develop and maintain project schedules, timelines, and milestone tracking tools.
• Prepare project agendas, meeting summaries, and status reports.
• Support the development of presentations, briefing materials, and project documentation.
• Coordinate meeting logistics, including room reservations, technology needs, and participant communications.
• Monitor project progress and follow up with team members regarding assignments and deadlines.
• Facilitate communication across project teams to ensure alignment and timely information sharing.
• Identify and escalate project risks, barriers, or scheduling challenges to project leaders.
• Assist with implementation planning and project execution activities.
• Support continuous improvement of project management processes and documentation standards. 

Required Skills and Qualifications: 

• Associate's or Bachelor's degree in Business Administration, Communications, Healthcare Administration, Project Management, or a related field preferred.
• Three to five years of progressively responsible administrative, executive support, or project coordination experience preferred.
• Experience supporting senior leaders, committees, or cross-functional project teams strongly preferre
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Skilled in meeting facilitation, agenda development, and minute-taking.
• Proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, Excel, and Teams.
• Strong attention to detail and follow-through.
• Ability to work independently while maintaining effective collaboration with diverse stakeholders.
• Professional judgment, discretion, and confidentiality in handling sensitive information.
• Strong interpersonal skills and the ability to build productive relationships with community leaders and organizational partners.

Physical and Work Requirements

• Primarily office-based work with regular use of computers and communication technology.
• Occasional travel to meetings, events, or community engagements may be required.
• Ability to work occasional evenings or adjusted schedules to support organizational needs.