Board Relations & Executive Assistant

Northwest Portland Area Indian Health Board•Portland, OR

10h•$76,000 - $95,000•Onsite

About The Position

The Board Relations & Executive Assistant (Executive Assistant) provides high-level administrative support to both the Executive Director and the Director of Legal & Government Affairs. The Executive Assistant must have substantial experience in providing executive-level administrative support, strong written and verbal communication skills, professional experience working with Tribes, Tribal leaders and/or Tribal organizations, demonstrated experience in coordinating large meetings and events, and a solid record of follow-through on assigned duties, including the ability to succinctly summarize and report back on key points in assigned meetings. The Executive Assistant reports to the Executive Director, and works closely with the Director of Legal & Government Affairs, providing direct administrative and operational support in matters related to government affairs, policy, and Board activities. This scope of work is housed within the Administration Division. This position is based at NPAIHB’s office in Portland, Oregon and is expected to work on-site in accordance with applicable workplace and telework policies, including attendance at designated in-person meetings and activities. Local travel and overnight travel outside of the area are required.

Requirements

Bachelor’s Degree in Business Administration, Public Health, Social Sciences, or a closely related field or at least eight (8) years of progressively responsible experience in executive administration and/or board relations, or a closely related field that demonstrates the knowledge, skills, and abilities required for the position
At least five (5) years of progressively responsible experience in executive administration and/or board relations, or a closely related field, that demonstrates the knowledge, skills, and abilities required for the position
At least three (3) years of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics
Demonstrated experience and expertise in the planning, organization, implementation, and follow-up of large and complex events and meetings
Working knowledge of the Indian Self-Determination and Education Assistance Act, Indian Health Care Improvement Act, and other relevant Indian health policy legislation
Expert-level proficiency with common workplace software programs (including Microsoft Word, Excel, PowerPoint, Teams, SharePoint, Adobe Acrobat, and Zoom)
Intermediate proficiency with OnBoard or similar Board management software platforms
Strong technical writing skills, including spelling, grammar, and proofreading, and the ability to produce polished writing under a deadline
Strong verbal communication skills, including the ability to communicate professionally and succinctly with Tribal leaders, Board Delegates, government officials, and organizational leadership
Excellent interpersonal skills
Demonstrated cultural humility and ability to work effectively across cultural contexts
Ability to exercise discretion, tact, and judgment
Ability to work effectively with federal, state, Tribal, and other professionals
Ability to work effectively with minimal supervision
Ability to exercise initiative and make independent decisions and recommendations
Ability to complete tasks in a timely and accurate manner
Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately and without posing a significant safety threat to self or others.

Nice To Haves

Direct experience working with Northwest Tribes
Experience in Indian health policy on a federal and/or state level

Responsibilities

Supports Executive Administration, Board Relations, and Government Affairs functions in alignment with priorities established by member Tribes, the Strategic Plan, and applicable Tribal, federal, state, organizational, and/or funding priorities
Contributes to an organizational culture of professional excellence, integrity, rigor, service, accountability, collaboration, and continuous improvement
Supports proactive planning, problem-solving, and continuous improvement efforts related to executive administration, Board relations, and organizational operations to identify needs, address barriers, and advance desired outcomes
Manages complex and dynamic calendars for the Executive Director and the Director of Legal & Government Affairs
Drafts, edits, and proofreads emails, reports, presentations, official letters, and contracts
Processes invoices, including preparing, submitting, and monitoring purchase orders
Anticipates needs and tracks deadlines for important organizational, board, and policy priorities
Serves as the primary NPAIHB administrative support contact for NPAIHB Delegates
Coordinates site logistics (in person and virtual) for Quarterly Board Meetings (QBMs), including pre-event meetings such as Tribal Health Director meetings
Assists with preparation for board and committee meetings, including preparation of agendas and meeting materials
Uploads and maintains meeting materials using the OnBoard platform
Attends meetings, records clear minutes, and follows up on action items
Maintains secure governance records, bylaws, resolutions, and official rosters
Assists with calendaring policy events
Assists with preparation for federal, state, national, and regional meetings
Reviews and summarizes federal and state policy information for dissemination via email, Constant Contact, or other distribution methods
Participates in state, regional, and national meetings as a representative of NPAIHB, including taking notes and reporting back
Reports on issues from assigned policy meetings, tracks ongoing issues, and provides updates on assigned issues
Serves as a professional contact point for both the Executive Director and the Director of Legal & Government Affairs
Handles confidential files and sensitive documents with strict discretion
Collaborates across the organization and its divisions to support smooth daily office workflows
Manages and updates contact information, including contact databases and listservs
Assists with updating NPAIHB organizational and policy webpages and the online calendar of events
Prepares content for social media posts promoting NPAIHB events as requested
Coordinates travel arrangements, itineraries, and related logistics for the Executive Director and other assigned members of the Management Team
Coordinates travel logistics for Quarterly Board Meetings, Management Team retreats, and other designated NPAIHB meetings and activities involving Board Delegates, Management Team members, and other authorized travelers
Prepares, submits, and monitors expense reports and facilitates timely reimbursement of eligible travel expenses for Board Delegates and other authorized meeting participants
Maintains accurate travel information, documentation, deadlines, approvals, and required follow-up in coordination with travelers and relevant NPAIHB staff
Maintains complete, accurate, and well-organized executive, Board governance, policy, and organizational files and supporting records in compliance with NPAIHB and applicable external requirements, including securely archiving records as appropriate
Maintains calendars with current information regarding activities, deliverables, deadlines, requirements, approvals, and required follow-up
Provides timely updates regarding assigned activities, deadlines, risks, barriers, and required actions to relevant staff and leadership
Contributes to preparation of the required annual report and supporting materials submitted to the Indian Health Service, including gathering necessary information and facilitating timely completion and submission
Documents significant activities, decisions, approvals, communications, and follow-up actions as required
Facilitates logistics and preparation for conference calls, in-person meetings, events, and other project activities with staff, Tribal partners, consultants, and other stakeholders
Assists with monitoring expenditures and financial information to identify variances, maintain alignment with approved budgets, and comply with applicable organizational and funding requirements
Performs other duties as assigned by the Executive Director or designee