Executive & Program Assistant

HIV Alliance•Eugene, OR

3d•Onsite

About The Position

The Executive and Program Assistant position is pivotal, challenging and multi-focal. This position is jointly supervised by the Executive Director and Senior Program Director and assists with all aspects of their departments, including Human Resources, Board of Directors, admin support and special projects. The Assistant is the administrative support for the agencies 340B program and clinical programs.

Requirements

2 years of related administrative experience
Strong organizational and problem-solving skills with ability to prioritize
Capacity to think independently and use mature professional judgment
Strong written and verbal communication skills
Proficiency in Excel, Adobe Suite, Word and file management in Windows
Ability to take initiative and balance multiple tasks simultaneously
Able to work with distractions and busy surroundings
Able to attend to detail, Record-keeping and file management skills
Able to present professional and pleasant manner at all times with staff, Board and others
Ability to work well with others and handle stress with grace/sense of humor
Reliable and consistent attendance
Ability to use personal cell phone to run agency phone system software, MFA, etc.
Ability to learn quickly, willing to ask questions to clarify information and able to get up to speed in short period of time
Flexible to respond to unanticipated needs of Executive Director or Senior Program Director and staff, and re-prioritize work tasks as necessary
Capable of respecting and maintaining confidentiality in all appropriate agency business
Impeccable integrity and sense of discretion and ability to maintain confidentiality
TB test (provided at agency)
Valid Oregon driver’s license, or valid out of state driver’s license with the ability to get an Oregon driver’s license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy.
Ability to pass agency criminal background check

Nice To Haves

Prefer experience showing several years of verifiable, progressive responsibility as executive/administrative assistant
Prefer experience in a healthcare setting

Responsibilities

Act as the executive assistant for the Executive Director (ED) and Senior Program Director (SPD) in all facets of agency administration, management, development and community relations
Provide tools and organization to ensure effective communication with board of directors.
Coordinate setup of board meetings and retreats
Assist ED and SPD with coordination and development of critical agency plans
Assist ED and SPD with reports, special projects and correspondence as necessary
Assist ED and SPD with applicant recruiting, screening and onboarding
Maintaining official files as designated by the Executive Director
Coordinate execution of contracts and critical documents and ensure proper filing
Coordinate special projects related to administration and management of agency
Research, design and prepare formal and informal presentations
Assist in development of agency policies and procedures
Support SPD in healthcare administration tasks including filing credentialing & insurance applications
Assist with preparations of Executive Summaries and other memoranda
Represent the agency at various work-related and social functions at the direction of the ED
Maintain sensitive and critical documentation
Support ED and SPD led committees including the Employee Advisory Committee
Other tasks as assigned, including training/cross-training other staff as needed