Administrative Assistant to the Executive Director

Lumina•Corvallis, OR

1d•$24 - $28•Onsite

About The 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. The 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 assistant coordinates communications and routes questions to the appropriate person, ensuring communications are handled professionally, accurately, and in alignment with the organization’s mission and legal privacy and confidentiality obligations. The position provides direct executive support, including calendar management, correspondence, document preparation, meeting coordination, and minute-taking. It supports Board of Directors meetings and organizational projects, maintains records and administrative tools, coordinates tasks and deadlines, and serves as a first point of contact for sensitive inquiries. The role requires strict handling of personnel, patient, and donor information in compliance with HIPAA, Oregon privacy laws, and organizational policies. The position is based in the organization’s office, Monday through Friday, 8 a.m. to 5 p.m., with occasional off-site meetings or events after normal business hours. Moderate driving is expected, including occasional night driving. The employee must have a current Oregon driver’s license, an acceptable and maintained driving record, and full access to an insured vehicle for work. The work involves extended periods of sitting, standing, and computer use, and occasional lifting of up to 25 pounds.

Requirements

One to two years of administrative, office, or related support experience.
Ability to track assigned tasks, coordinate project lists, and provide deadline reminders.
Strong written and verbal communication skills, including the ability to draft professional correspondence and take meeting minutes and prepare reports.
High attention to detail, accuracy, and follow-through.
Ability to maintain confidentiality and handle sensitive information with integrity.
Proficiency in Microsoft Office 365.
Ability to work independently with minimal supervision while collaborating effectively with a team.
Ability to work in the office from 8 a.m. to 5 p.m. Monday through Friday, with occasional off-site meetings or events after normal business hours.
Ability to sit, stand, and use a computer for extended periods.
Ability to occasionally lift up to 25 pounds.
Current Oregon driver’s license and acceptable driving record, with full access to an insured vehicle for work; moderate driving, including occasional night driving, is expected.
Commitment to compassionate, community-based hospice and palliative care.

Nice To Haves

Administrative, office, or related support experience in a nonprofit or healthcare setting.
Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
Experience in a healthcare or hospice environment.
Familiarity with Oregon employment and nonprofit compliance standards.
Proficiency with technology and digital tools.

Responsibilities

Provide direct administrative support to the Executive Director, including calendar management, correspondence, document preparation, meeting coordination, and minute-taking.
Handle confidential information in compliance with HIPAA, Oregon privacy statutes, and organizational policy.
Prepare, proofread, and maintain accurate records, contracts, and reports in accordance with nonprofit governance standards.
Support Board of Directors meetings by drafting agendas, distributing materials, and keeping official minutes and records.
Assist with scheduling, task lists, project updates, deliverables, deadlines, and compliance requirements.
Anticipate the needs of the Executive Director and leadership team, streamline workflow, resolve scheduling conflicts, and support operational efficiency.
Maintain administrative tools and update documents under leadership direction.
Coordinate organizational initiatives and special projects, including staff events, community engagement activities, and donor communications.
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, using diplomacy, professionalism, and sound judgment.
Maintain consistency and professionalism across email, written correspondence, and public messaging.
Communicate clearly and compassionately to support a positive, mission-centered culture.
Maintain strict confidentiality of personnel, patient, and donor information under applicable laws and policies.
Handle sensitive matters with discretion, tact, and awareness of ethical boundaries.
Gather, organize, and file requested documents under leadership direction.
Maintain an eligible driving record throughout employment.