Executive Assistant Job at Fora Health in Portland

The mission of Fora Health is to provides treatment, care and advocacy for all who are affected by substance use disorder. We are committed to providing a wide range of accessible, coordinated and well-integrated services that benefit the community and support our clients to recover and to maintain recovery from addiction. To maintain an organizational culture which supports the mission, each employee will, at a minimum:

1. Have a basic knowledge of substance use disorders
2. Recognize the importance of family, social networks, and community systems in the treatment and recovery process.
3. Respect the diversity and uniqueness of each person and organization we serve.
4. Recognize that a healthy work environment is maintained through the practice of mutual respect and healthy self-care.
5. Uphold the highest standard of customer service to clients, referents and all community partners

The Executive Assistant assures that this mission is the foundation for the delivery of services and carrying out job duties.

POSITION SUMMARY
The primary role of the Executive Assistant (EA) is to support the Chief Executive Officer so that the day-to-day business of the agency runs smoothly. The EA must be able to maintain confidentiality, exercise good judgement and discretion, be able to manage multiple priorities, project manage and collaborate to completion and have strong interpersonal skills. This includes support of the office of the CEO, executive led events, the board of directors, their meetings and committees, and general office administration. In most situations, the EA attends internal leadership meetings (officers, management and leadership) so as to stay informed and identify how they can assist with after-meeting details. The EA has the role of staying connected across the organization and aware of organizational culture.

ESSENTIAL JOB FUNCTIONS
Serves as support staff to the Chief Executive Officer, as well as the Board. The executive assistant provides high-level administrative support by conducting research, handling information requests and performing clerical functions such as preparing correspondence, running errands, receiving visitors, arranging conference calls, tours and scheduling meetings with internal and external stakeholders.

• Manages, schedules, and monitors CEO calendar and related support for meetings.
• Manages CEO electronic inbox and responds as able and elevates communications for urgent response.
• Handles routine phone calls and correspondence for the Chief Executive Officer.
• Provides ongoing tracking and monitoring of projects and assignments as needed for the Chief Executive Officer and the Officers Team and assists in their accomplishment as needed.
• Provides service; gathers and provides information and responds as appropriate in the absence of the Chief Executive Officer.
• Supports internal leadership meetings with scheduling rooms, taking minutes, ordering food and other meeting support functions.
• Plans events for retreating, celebrating, and gathering.
• Creates, organizes, manages and supports filing system for Executive function of the organization that is easy to navigate and serves to preserve historical records.

Functions as staff to the Board of Directors
•Functions as official recordkeeper for the Board of Directors, organizing and archiving all materials related to Board business.
•Prepares and distributes agendas and notices of Board and Board Committees; creates presentation materials; contacts Board and Committee members regarding special events or tasks; provides reminders to Board and Committee members prior to meetings; takes minutes of Board and Committee meetings; transcribes and distributes Board and Committee meeting minutes. Arranges logistics for Board and Committee meetings.
•Prepares the initial draft of CEO report to the Board based on knowledge and understanding of current projects and key initiatives.
•Plans and participates in Board Retreat/Self-Evaluation process by arranging for meeting space and other logistics; preparing meeting notices; attending the meeting; taking, transcribing and distributing meeting minutes.

• Develops, organizes and ensures participation in Board members' initial and ongoing orientation to the work of Fora Health.

•Supports the Search Committee of the Board in the Executive search process.

ADDITIONAL JOB RESPONSIBILITIES

• Special projects and other duties as assigned
• Follow agency policies and procedures provided by Fora including but not limited to: Boundaries, Ethics, Confidentiality, Drug-Free Workplace and Harassment Policies.
• Attend trainings and meetings as scheduled and required by supervisor.
• If deemed eligible to drive a company car, do so responsibly, with safety being the first priority and maintain your clean driving record to continue in this capacity.

SUPERVISORY FUNCTIONS

• This position has no supervisory responsibilities though often directs staff who help with administering the projects of the CEO's office.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

• 3-5 years of related administrative experience required.
• Bachelor's Degree in Business, Communications, or similar field preferred.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Excellent organizational, written and verbal communication
• Exceptional interpersonal skills
• Advanced proficiency in Microsoft Office Suite
• Strong attention to detail
• Strong multi-tasking skills
• Excellent initiative and problem-solving skills
• Ability to organize time, set priorities and meet deadlines
• Works independently and as a member of a team
• Trustworthy, ethical, and skilled with maintaining professional boundaries and confidentiality

OTHER REQUIREMENTS

• Must hold a valid driver's license, have a vehicle to facilitate the execution of their duties and must provide their own transportation.
• Verification of Sobriety, per Oregon Administrative Rules (OAR) standards
• DHS Background Check Approval
• Successful completion of Drug Test upon hire
• Documentation of Tuberculosis test and/or evaluation with negative results or evidence of non-communicability

WORKING CONDITIONS

• This position generally works in an indoor office and is onsite. Some availability to work from home per agreement with the CEO and with regards to needs in the moment or schedule.
• Position requires some overtime, including very limited evening and weekend work. Adjustment of work schedule may be required.
• Position requires on-call availability to respond to emergency situations during off-duty hours.
• Limited, but possible exposure to communicable diseases which can encompass a variety of illnesses and infections, including tuberculosis, Hepatitis A, B, and C, and HIV.
• Limited, but possible exposure to upset, angry, severely traumatized, disabled or emotionally disturbed adults, adolescents, and families.

Limited, but possible exposure to potentially hazardous cleaning chemicals, personal protective equipment provided.

HOURS AND PAY
This is a Full Time position and will earn an annual salary of $65,000-70,000 based upon experience.

LOCATION
Our office is based in SE Portland, Oregon. The address is SE 10230 Cherry Blossom Dr, 97216.
ABOUT FORA HEALTH

Looking for a meaningful career? At Fora Health, we employ a team of passionate, diverse and caring people who are committed to carrying out our mission to provide treatment, care and advocacy for all who are affected by substance use disorder. We are seeking dedicated individuals to join our experienced team of professionals in the fight to overcome the stigma of addiction and mental health. Come join one of Oregon's largest and most reputable providers of substance use disorder and co-occurring mental health treatment for adults!

Fora Health is committed to providing a wide range of accessible, coordinated, and well-integrated services that benefit the community and support our clients to recover and to maintain recovery from addiction. To maintain an organizational culture which supports Fora's mission, each employee will, at a minimum:

1. Have knowledge of substance use disorders.
2. Recognize the importance of family, social networks, and community systems in the treatment and recovery process.
3. Respect the diversity and uniqueness of all people.
4. Recognize that a healthy work environment is maintained through the practice of mutual respect and healthy self-care.
5. Uphold the highest standard of customer service to clients, referents, and all community partners.

BENEFITS

• Regence BlueCross BlueShield medical insurance
• Comprehensive dental and vision insurance
• Employer-paid basic life and accidental death & dismemberment insurance
• Additional voluntary insurance (short-term disability insurance, supplemental group life insurance, accident & critical illness insurance, and pet insurance)
• Flexible Spending Account (FSA) for healthcare, dependent care and transportation costs
• 401K plan with Employer Matching up to 6%
• 4 weeks paid vacation, one floating holiday & sick leave
• 10 observed holidays, paid bereavement and paid jury duty days
• Flexible schedules
• Employee Assistance Program
• Discounted 24 Hour Fitness membership from $6.99/month
• One free employee meal on days worked at our Cherry Blossom location
• Online education tools for CEUs
• Critical shift compensation up to double hourly pay rate and shift premiums for certain positions
• Employee referral bonus
• Education grant program reimbursement for continuing education expenses after 90 days of employment
• Loan forgiveness for eligible medical and clinic positions
• Free parking at our two facilities

Employees may be eligible for education grants:

• National Health Service Corps (NHSC)
• NURSE Corps
• Public Service Loan Forgiveness (PSLF)

Fora Health is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Fora Health encourages applications from those who are in recovery. Please note that we require individuals in recovery to certify that they have at least two years of continuous sobriety upon hire.

Fora Health is a second chance employer and complies with applicable laws regarding consideration of criminal background for employment purposes. Fora Health conducts a background check for all positions upon offer of employment. Government regulations, contractual requirements, or the duties of certain jobs may require us to take appropriate action to address prior criminal convictions.