Executive and Project Manager Assistant

Evergreen Treatment Services & REACH•Seattle, WA

5d•$80,170 - $86,000•Hybrid

About The Position

This dynamic position plays an important role in helping ETS accomplish its mission! The Executive Assistant and Project Manager is part of the Clinic Services team that supports ETS’ mission by providing high-level administrative, operational, governance, and project coordination support to senior leadership. This role makes a critical difference at ETS by helping coordinate and align strategic initiatives, leadership operations, and cross-functional projects to ensure accountability, efficiency, and successful implementation of Clinic Services priorities. This position is full-time, exempt and is not eligible for overtime pay. Schedule is typically weekdays with hours varying based on operational and project needs. The position is hybrid with the on-site location based out of our Holgate location in Seattle.

Requirements

High school diploma or equivalent required
Minimum of three (3) years of progressively responsible experience providing executive-level administration, operational or project coordination support required
Understanding of racial justice and social equity, trauma-informed care, and participant-centered principles with commitment to fostering an equitable environment for all ETS clients, patients, and staff.
Strong organizational, administrative, operational coordination, and project management skills with ability to manage competing priorities and complex environments.
Excellent written and verbal communication skills with ability to communicate professionally across leadership levels and teams.
Advanced attention to detail, analytical/critical thinking, problem solving, and systems-thinking abilities.
Ability to establish and maintain effective working relationships with staff, leadership, partners and stakeholders from diverse backgrounds.
Ability to maintain confidentiality and exercise discretion with highly sensitive information.
Strong computer proficiency in Microsoft Office Suite (Teams, Outlook, SharePoint, etc.), project tracking tools, dashboards and presentation software.
Flexible team player who is dependable, adaptable, collaborative, and proactive.
Must be able to pass a Washington State Patrol criminal background check.
The employee may be exposed to illicit drug residues and fumes or other bio-hazardous materials when carrying out job functions. There is also potential for exposure to bloodborne pathogens. ETS will provide employees with appropriate training to limit the risk of exposure to bloodborne pathogens. Policies and procedures are in place addressing each item specifically.
The employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms and talk or hear; frequently required to stand, walk, and kneel; occasionally to climb balance, or stoop; rarely to crouch or crawl.
The employee must occasionally lift and/or move up to 30 pounds.
Specific vision abilities required by this job include close, color, and peripheral vision and the ability to adjust focus.
Valid Driver’s License and acceptable driving record required for vehicle use.

Nice To Haves

bachelor’s degree in healthcare administration, business administration, project management, public administration, organizational leadership or related field preferred.

Responsibilities

Help ETS succeed in carrying out our mission through working together with other staff to transform systems of harm and inequity to create different approaches to improving community health and safety through addressing substance use and homelessness.
Assist with the organization-wide initiative to reimagine our interconnectedness within our community to overcome the aspects of our society and organizational culture shaped by white supremacy and settler colonialism.
Provide high-level confidential administrative and operational support to the Vice President of Clinic Services and Clinic Services leadership, including complex calendar management, scheduling, meeting logistics, travel coordination, and operational workflows.
Coordinate leadership communications, task tracking, cross-functional administrative support, and preparation/review of documents, presentations, reports, and operational materials.
Support prioritization of strategic and operational activities, leadership onboarding, transitions, and process implementation while maintaining confidentiality with sensitive information.
Support coordination, tracking, and implementation of operational and strategic projects, including development/maintenance of project plans, timelines, action trackers, and implementation materials.
Coordinate project communications, scheduling, documentation, milestones, and follow-up across leadership teams and workgroups.
Assist with initiatives related to operational redesign, governance, workflow integration, quality improvement, EHR implementation, and service development; participate in problem-solving and status reporting.
Support governance workflows, recurring leadership and project meetings, agendas, minutes, decision logs, action trackers, and related documentation/SharePoint structures.
Act as a primary communication liaison to ensure transparency, accountability, and coordination among stakeholders, partners, and teams.
Assist with standardization of leadership documentation, administrative systems, and operational records.
Support organization, formatting, preparation, and coordination of reports, dashboards, presentations, KPI materials, Board materials, and operational reporting tools.
Assist with data organization, document quality review and meeting reporting timelines.
Perform all job duties in alignment with ETS values, policies and procedures.
Participate in leadership meetings, project activities, and organizational incentives as assigned.
Pursue ongoing professional development through education, literature, in-service meetings and workshops.

Benefits

Medical and Dental benefits, as well as voluntary Vision benefits.
403b Retirement Plan with employer match starting at 2% at 1 year, and Roth IRA.
Basic Life/ADD/FSA tax saving accounts for health and dependent care.
Employee Assistance Program (EAP), voluntary long-term disability coverage.
Vacation (2 weeks/year, access at 6 months), Sick leave (24 days/year, access at 30 days).
Mental health leave (12 days/year, access at 30 days).
Holidays (12 days/year) and one Floating Holiday per year.
Wellness stipend ($50/month) to use for wellness benefits such as massage, fitness classes, gym membership, meditation, therapy, park passes, etc.
Transportation stipend or pass and mileage and parking reimbursement when traveling for work.
License renewal reimbursement and tuition/training assistance.
Referral bonus ($100/$250) and sign-on bonuses for some positions at certain times.
Longevity awards ($50 - $750 over milestone anniversaries, and for REACH programs).
Discounts for Woodland Park Zoo, Verizon Wireless, and Corporate Shopping.
Professional development: ETS is committed to supporting all staff in fulfilling their continuing education requirements and on their career paths so that ETS is a place to thrive long-term.