Board Relations & Executive Assistant

About the Northwest Portland Area Indian Health Board (NPAIHB)

The Northwest Tribes have long recognized the need to exercise control over the design and development of health care delivery systems in their local communities. To this end, they formed the Northwest Portland Area Indian Health Board (also referred to as NPAIHB or “the Board”) in 1972.

Guided by a vision of “Health and Wellness for the Seventh Generation,” NPAIHB is a 501(c)3 designated (non-profit) organization and Tribal organization, P.L. 93-638, under the Indian Self-Determination and Education Assistance Act (ISDEAA) serving the 43 federally recognized Tribes in the states of Idaho, Oregon, and Washington (Northwest Tribes). Tribes become voting members of the Board through resolutions passed by their governing body. Each member Tribe designates a delegate to serve on the NPAIHB Board of Directors.

Led by our Board of Directors, NPAIHB’s mission is to “eliminate health disparities and improve the quality of life of American Indians and Alaska Natives by supporting Northwest Tribes in their delivery of culturally appropriate, high-quality health programs and services.” We have a staff of over 120 professionals dedicated to advancing Tribal health for the 7th generation in the Pacific Northwest.

The NPAIHB’s Strategic Plan 2025-2030 can be found here.

Job Title:                  Board Relations & Executive Assistant

Reports to:               Executive Director

Initial Salary Range: $76,000 – $95,000 annually

Benefits:                  Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays

Classification:          Salaried, Exempt

Status:                      Full-Time (1.00 FTE), Regular w/ Benefits

Location:                  Portland, OR

JOB SUMMARY

Position Summary

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. See “Travel Requirements” for more information.

Essential Functions

Executive Administration and Board Relations Excellence and Success

·       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

Executive Administrative Support

·       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

Board Relations

·       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

Policy Support

·       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

Operations & Communications

·       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

Travel Coordination

·       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

Administrative and Reporting Functions

·       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

Other Duties

·       Performs other duties as assigned by the Executive Director or designee

Standards of Conduct

·       Act in service to the Tribes and Tribal communities we serve

·       Uphold the Mission, Values, and Vision of the NPAIHB

·       Maintain the highest level of confidentiality with all NPAIHB information and documentation

·       Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position

·       Exercise good judgment and initiative in performance of duties and responsibilities

·       Demonstrate self-awareness, sound interpersonal judgment, and constructive communication in the performance of all duties and responsibilities

·       Demonstrate a commitment to learning, innovation, service, knowledge sharing, and the professional development of others, as appropriate to the position

·       Help cultivate an organizational culture that centers NPAIHB’s service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive

·       Contribute to building an inclusive workplace across a range of identities and experiences, including but not limited to geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status

·       Recognize diversity as a strength, and equity as a baseline

·       Work in a cooperative manner with all levels of management and with all NPAIHB staff

·       Effectively plan, organize workload, and schedule time to meet workload demands

·       Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code

·       Be present, available, and responsive for meetings and calls during regular working hours

·       Participate actively in virtual meetings and use video when reasonably expected and appropriate, subject to approved accommodations or exceptions

·       Show consideration by communicating effectively and building collective understanding

·       Recognize that relationships are the cornerstone of NPAIHB’s work by treating all NPAIHB Tribal Delegates and Alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect

·       Participate in required NPAIHB meetings, trainings, and organizational activities

Qualifications

Education

Minimum education required*:

·       Bachelor’s Degree in Business Administration, Public Health, Social Sciences, or a closely related field

o   In lieu of the minimum educational requirement, 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 may serve as an acceptable substitute for the minimum education requirement.*

* Note: the substitute-experience requirement is the total experience threshold, and is not added to the shorter minimum requirement listed in the Experience section below. All other distinct education, credential, and experience requirements remain applicable.

Experience

Minimum experience required:

·       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

Additional experience preferred:

·       Direct experience working with Northwest Tribes

·       Experience in Indian health policy on a federal and/or state level

Required Knowledge, Skills, and Abilities

·       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

Probationary Period

External applicants must agree to serve a minimum six-month probationary period during which time their employment can be terminated at will. For the purpose of evaluating job performance, internal applicants may be required to serve an additional probationary period when job duties change significantly.

Work Conditions

Physical Demands

This position primarily involves light work, including lifting no more than 20 pounds at a time, and frequently lifting or carrying objects weighing up to 10 pounds. The work may also require substantial walking or standing or regular pushing and pulling of equipment.

Physical Requirements

Standard office requirements include:

·       Frequently requires sitting for sustained periods

·       Frequently requires keyboarding, fine-finger dexterity, and repetitive movement of the wrists, hands, and fingers

·       Occasionally requires standing, walking, and ascending or descending stairs or ramps

·       Infrequently requires stooping or crouching

Travel and field-work requirements include:

·       Requires prolonged sitting during automobile or air travel

·       Requires walking and standing at meeting, event, or field locations

·       Requires navigating airports, hotels, Tribal facilities, clinics, government offices, and other work locations

·       Requires lifting or carrying luggage, presentation materials, or other work supplies weighing up to 30 pounds

·       May require exposure to outdoor weather, variable temperatures, or other applicable field conditions

Travel Requirements

Local travel is required approximately 20% of the time. Overnight travel outside of the area is required approximately 10% of the time. Attendance at quarterly NPAIHB Board Meetings is required. These meetings are held both locally and at locations hosted by our member Tribes on a rotating basis, typically taking place during the third or fourth weeks of January, April, July, and October, and requiring a minimum stay of three to four overnights per meeting.

Disclaimer

The individual 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. The statements in this position description describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.

Except as provided by Title 25, U.S.C. § 5307(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law.