Executive Assistant / Board LiaisonThe Executive Assistant / Board Liaison provides high-level administrative and operational support to the Chief Executive Officer (CEO) and serves as the primary coordinator for Board of Directors governance and operations. This role ensures effective executive workflow, seamless board engagement, and compliance with federal and state requirements, including those established by the Health Resources and Services Administration and the Oregon Health Authority.The position requires exceptional organization, discretion, and attention to detail, with the ability to manage sensitive information, coordinate complex processes, and support governance functions in a Federally Qualified Health Center (FQHC) environment.Executive & Board Support & CoordinationExecutive SupportProvide comprehensive administrative support to the CEO, including calendar management, meeting coordination, correspondence, and prioritization of competing demandsServe as a gatekeeper and liaison between the CEO and internal/external stakeholdersPrepare, proofread, and edit executive communications, reports, and presentationsCoordinate executive meetings, including agendas, materials, logistics, and follow-up actionsSupport special projects, strategic initiatives, and organizational priorities as assignedBoard Governance & Liaison FunctionsServe as the primary point of contact for the Board of Directors and board committeesCoordinate all board and committee meetings, including scheduling, agenda development, and distribution of materialsEnsure timely, accurate, and compliant preparation of board packets and supporting documentationRecord and maintain official board minutes and governance recordsTrack board actions, resolutions, and follow-up items to ensure completion and accountabilitySupport board onboarding, training, and ongoing education in alignment with governance requirementsCoordinate annual board calendar, retreats, and strategic planning sessionsGovernance Compliance & DocumentationMaintain board governance documents, including bylaws, policies, committee charters, and rostersEnsure board operations align with FQHC governance requirements and regulatory expectations under HRSASupport compliance with public meeting requirements and applicable Oregon regulations, as appropriateMaintain document management systems to ensure version control, accessibility, and audit readinessAssist in preparation for audits, operational site visits, and compliance reviewsCommunication & CoordinationFacilitate clear and consistent communication between executive leadership, the board, and organizational stakeholdersCollaborate with leadership to ensure board materials reflect organizational priorities, compliance requirements, and strategic goalsCoordinate cross-functional input for board reporting, presentations, and updatesSupport internal communications as needed to reinforce alignment between governance and operationsAdministrative & Operational SupportManage confidential information with a high degree of discretion and professionalismOversee logistics for executive and board meetings, including virtual and in-person coordinationMaintain organized records, filing systems, and tracking toolsSupport quality improvement and process enhancement initiatives related to executive and governance operationsPerform other duties as assignedEssential Responsibilities: ORGANIZATIONAL TEAM MEMBERParticipate in quality and organizational process improvement activities when requestedSupport and contribute to effective safety, quality, and risk management efforts by adhering to established policies and procedures, maintaining a safe environment, promoting accident prevention, and identifying and reporting potential liabilitiesOpenly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive mannerWork collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organizationProvide excellent customer service to all internal and external customers, which includes team members, patients, students, visitors, and vendors, by consistently exceeding the customer's expectationsAdvance personal knowledge base by pursuing continuing education to enhance professional competencePromote individual and organizational integrity by exhibiting ethical behavior to maintain high standardsRepresent organization at meetings and conferences as applicableKnowledge, Skills, & Abilities:Critical attention to detail for accuracy, timeliness, and organization of assigned workAbility to report to work as scheduled, and willingness to work a flexible schedule when neededProficient in databases, Microsoft Office Suite and Windows Operating System (OS)Knowledge and understanding of how the positions' responsibilities contribute to the department and company goals and missionKnowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and AbuseTraining in, awareness and understanding of equity, diversity, inclusion, and the equity lens: ability to analyze the unfair benefits and/or burdens within a society or population by understanding the social, political, and environmental contexts of policies, programs, and practicesA respectful and friendly demeanor, with a non-judgmental approachAbility to maintains high standards for data quality and reportingAbility to follow structured workflows and ensure consistency in HR operationsAbility to handles sensitive information with discretionAbility to provides responsive, clear support to employees and managersUnderstanding of regulatory and policy requirementsAbility to handle stress and sensitive situations effectively while projecting professionalismAbility to communicate professionally, both conversing and writtenAbility to work with diverse populations and interact with people of differing personalities and backgroundsSensitive to economic considerations, human needs and aware of how one's actions may affect othersPoised; maintains composure and sense of purposeRequirementsQualifications, Education, & ExperienceAssociate's or Bachelor's degree in Business Administration, Healthcare Administration, or related field (or equivalent experience)3–5 years of executive administrative support experience, preferably supporting senior leadership or a board of directorsDemonstrated ability to manage complex schedules, priorities, and confidential informationExperience supporting audits, compliance reviews, or board reporting processesExperience coordinating board or governance functions strongly preferredExperience in a healthcare setting, preferably an FQHC or community health center strongly preferredFamiliarity with HRSA Health Center Program governance requirements strongly preferredKnowledge of Oregon public meeting laws and nonprofit governance practices strongly preferredLicensures/Certifications:Non-violent Crisis Intervention Comprehensive training class completed within 6 months of hire and recertify prior to the expiration date.Current American Health Association (AHA) Basic Life Support Card (BLS) or within 6 months of hire.Immunizations Required:TB (test upon hire).Working Conditions: (Administrative/Office Clerical)This position must have the ability to remain in a stationary position, often for long periods of time, and occasionally move about inside the office to access office machinery; and frequently communicate and exchange accurate information.Work Condition: Healthcare FacilityEmployee generally works within the interior of a healthcare facility office.Employee may travel locally and be responsible for own transportation; out of area travel may be required on occasion.Hours of operations and specific staff scheduling may vary based on operational need.The healthcare facility office environment is clean with a comfortable temperature and moderate noise level.Exposed to:Healthcare facility cold and heat controls.Close contact with employees and the public, in a healthcare facility.Potential exposure to communicable diseases.Potential exposure to escalated or angry patients.Machines, equipment, tools, and supplies used:Constantly operates a computer and other office productivity machinery, such as postage machine, fax, copier, calculator, multi-