Executive Assistant / Board Liaison
Waterfall Community Health Center, North Bend, OR, United States
Executive Assistant / Board Liaison
The 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 & Coordination
Executive Support
Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, correspondence, and prioritization of competing demands
Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders
Prepare, proofread, and edit executive communications, reports, and presentations
Coordinate executive meetings, including agendas, materials, logistics, and follow-up actions
Support special projects, strategic initiatives, and organizational priorities as assigned
Board Governance & Liaison Functions
Serve as the primary point of contact for the Board of Directors and board committees
Coordinate all board and committee meetings, including scheduling, agenda development, and distribution of materials
Ensure timely, accurate, and compliant preparation of board packets and supporting documentation
Record and maintain official board minutes and governance records
Track board actions, resolutions, and follow-up items to ensure completion and accountability
Support board onboarding, training, and ongoing education in alignment with governance requirements
Coordinate annual board calendar, retreats, and strategic planning sessions
Governance Compliance & Documentation
Maintain board governance documents, including bylaws, policies, committee charters, and rosters
Ensure board operations align with FQHC governance requirements and regulatory expectations under HRSA
Support compliance with public meeting requirements and applicable Oregon regulations, as appropriate
Maintain document management systems to ensure version control, accessibility, and audit readiness
Assist in preparation for audits, operational site visits, and compliance reviews
Communication & Coordination
Facilitate clear and consistent communication between executive leadership, the board, and organizational stakeholders
Collaborate with leadership to ensure board materials reflect organizational priorities, compliance requirements, and strategic goals
Coordinate cross-functional input for board reporting, presentations, and updates
Support internal communications as needed to reinforce alignment between governance and operations
Administrative & Operational Support
Manage confidential information with a high degree of discretion and professionalism
Oversee logistics for executive and board meetings, including virtual and in-person coordination
Maintain organized records, filing systems, and tracking tools
Support quality improvement and process enhancement initiatives related to executive and governance operations
Perform other duties as assigned
Essential Responsibilities: Organizational Team Member
Participate in quality and organizational process improvement activities when requested
Support 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 liabilities
Openly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive manner
Work collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organization
Provide excellent customer service to all internal and external customers, which includes team members, patients, students, visitors, and vendors, by consistently exceeding the customer's expectations
Advance personal knowledge base by pursuing continuing education to enhance professional competence
Promote individual and organizational integrity by exhibiting ethical behavior to maintain high standards
Represent organization at meetings and conferences as applicable
Knowledge, Skills, & Abilities:
Critical attention to detail for accuracy, timeliness, and organization of assigned work
Ability to report to work as scheduled, and willingness to work a flexible schedule when needed
Proficient 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 mission
Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse
Training 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 practices
A respectful and friendly demeanor, with a non-judgmental approach
Ability to maintains high standards for data quality and reporting
Ability to follow structured workflows and ensure consistency in HR operations
Ability to handles sensitive information with discretion
Ability to provides responsive, clear support to employees and managers
Understanding of regulatory and policy requirements
Ability to handle stress and sensitive situations effectively while projecting professionalism
Ability to communicate professionally, both conversing and written
Ability to work with diverse populations and interact with people of differing personalities and backgrounds
Sensitive to economic considerations, human needs and aware of how one's actions may affect others
Poised; maintains composure and sense of purpose
Requirements
Qualifications, Education, & Experience
Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or related field (or equivalent experience)
35 years of executive administrative support experience, preferably supporting senior leadership or a board of directors
Demonstrated ability to manage complex schedules, priorities, and confidential information
Experience supporting audits, compliance reviews, or board reporting processes
Experience coordinating board or governance functions strongly preferred
Experience in a healthcare setting, preferably an FQHC or community health center strongly preferred
Familiarity with HRSA Health Center Program governance requirements strongly preferred
Knowledge of Oregon public meeting laws and nonprofit governance practices strongly preferred
Licensures/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 Facility
Employee 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:
The 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 & Coordination
Executive Support
Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, correspondence, and prioritization of competing demands
Serve as a gatekeeper and liaison between the CEO and internal/external stakeholders
Prepare, proofread, and edit executive communications, reports, and presentations
Coordinate executive meetings, including agendas, materials, logistics, and follow-up actions
Support special projects, strategic initiatives, and organizational priorities as assigned
Board Governance & Liaison Functions
Serve as the primary point of contact for the Board of Directors and board committees
Coordinate all board and committee meetings, including scheduling, agenda development, and distribution of materials
Ensure timely, accurate, and compliant preparation of board packets and supporting documentation
Record and maintain official board minutes and governance records
Track board actions, resolutions, and follow-up items to ensure completion and accountability
Support board onboarding, training, and ongoing education in alignment with governance requirements
Coordinate annual board calendar, retreats, and strategic planning sessions
Governance Compliance & Documentation
Maintain board governance documents, including bylaws, policies, committee charters, and rosters
Ensure board operations align with FQHC governance requirements and regulatory expectations under HRSA
Support compliance with public meeting requirements and applicable Oregon regulations, as appropriate
Maintain document management systems to ensure version control, accessibility, and audit readiness
Assist in preparation for audits, operational site visits, and compliance reviews
Communication & Coordination
Facilitate clear and consistent communication between executive leadership, the board, and organizational stakeholders
Collaborate with leadership to ensure board materials reflect organizational priorities, compliance requirements, and strategic goals
Coordinate cross-functional input for board reporting, presentations, and updates
Support internal communications as needed to reinforce alignment between governance and operations
Administrative & Operational Support
Manage confidential information with a high degree of discretion and professionalism
Oversee logistics for executive and board meetings, including virtual and in-person coordination
Maintain organized records, filing systems, and tracking tools
Support quality improvement and process enhancement initiatives related to executive and governance operations
Perform other duties as assigned
Essential Responsibilities: Organizational Team Member
Participate in quality and organizational process improvement activities when requested
Support 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 liabilities
Openly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive manner
Work collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organization
Provide excellent customer service to all internal and external customers, which includes team members, patients, students, visitors, and vendors, by consistently exceeding the customer's expectations
Advance personal knowledge base by pursuing continuing education to enhance professional competence
Promote individual and organizational integrity by exhibiting ethical behavior to maintain high standards
Represent organization at meetings and conferences as applicable
Knowledge, Skills, & Abilities:
Critical attention to detail for accuracy, timeliness, and organization of assigned work
Ability to report to work as scheduled, and willingness to work a flexible schedule when needed
Proficient 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 mission
Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse
Training 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 practices
A respectful and friendly demeanor, with a non-judgmental approach
Ability to maintains high standards for data quality and reporting
Ability to follow structured workflows and ensure consistency in HR operations
Ability to handles sensitive information with discretion
Ability to provides responsive, clear support to employees and managers
Understanding of regulatory and policy requirements
Ability to handle stress and sensitive situations effectively while projecting professionalism
Ability to communicate professionally, both conversing and written
Ability to work with diverse populations and interact with people of differing personalities and backgrounds
Sensitive to economic considerations, human needs and aware of how one's actions may affect others
Poised; maintains composure and sense of purpose
Requirements
Qualifications, Education, & Experience
Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or related field (or equivalent experience)
35 years of executive administrative support experience, preferably supporting senior leadership or a board of directors
Demonstrated ability to manage complex schedules, priorities, and confidential information
Experience supporting audits, compliance reviews, or board reporting processes
Experience coordinating board or governance functions strongly preferred
Experience in a healthcare setting, preferably an FQHC or community health center strongly preferred
Familiarity with HRSA Health Center Program governance requirements strongly preferred
Knowledge of Oregon public meeting laws and nonprofit governance practices strongly preferred
Licensures/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 Facility
Employee 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: