Executive and Project Manager Assistant

Description

Job title - Executive and Project Manager Assistant

Schedule - M-F 7:30 am - 4 pm

Location - Rotation between Admin office in Seattle, clinics in Seattle, Renton and Olympia 

The salary range for this position is $80,170 to $86,000 with a midpoint of $83,085. New hires will typically receive between minimum and midpoint; however, offers may vary based on experience, internal equity, and market.

Working at Evergreen Treatment Services makes a big difference in our community! 

• ETS has been working to transform the lives of individuals and their communities through innovative and effective addiction and social services in Western Washington for over 50 years. Learn more about our mission and values.
• Change begins within. We strive to foster and sustain a diverse and inclusive community within our organization. Find out how we are working to achieve racial equity, health equity, and community justice.
• Our Clinic Services and REACH teams bring critical professional expertise and heartfelt compassion to the work they do every day to serve our most vulnerable community members. Check out the compelling stories told by our patients, clients, and staff members that provide more information and a clear picture regarding our organization’s essential work. 

This dynamic position plays an important role in helping ETS accomplish our mission!

Job Summary: 

• 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. 

What you contribute to this role – 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.
• Executive & Leadership Operations Support (approx. 40% of duties):
• 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.
• Project Coordination & Implementation Support (approx. 30% of duties):
• 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.
• Governance, Communication & Administrative Coordination (approx. 15% of duties):
• 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.
• Data, Reporting & Presentation Support (approx.. 10% of duties):
• 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.
• General Requirements:
• 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.

Note: New and/or different duties and responsibilities may be assigned to this job at any time.

Requirements

What you bring to this role – Qualifications:

• Education and/or Relevant and Lived Experience (if applicable):  
• High school diploma or equivalent required; bachelor’s degree in healthcare administration, business administration, project management, public administration, organizational leadership or related field preferred.
• Minimum of three (3) years of progressively responsible experience providing executive-level administration, operational or project coordination support required
• Knowledge and Skills:
• 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.

Additional Essential Information:

Physical Conditions and Requirements:

• 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. The noise level in the work environment is moderate.

Equipment Used:

• Computer, photocopier, fax machine, phone, and program vehicles as applicable (valid Driver’s License and acceptable driving record required for vehicle use.

Inclusivity and Reasonable Accommodation:

Evergreen Treatment Services 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. Note that a Washington State Patrol criminal background check will be conducted periodically as a condition of ongoing employment, and candidates with prior criminal convictions will be invited to provide additional context as needed.

ETS will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation, or if the accommodation creates an undue hardship for ETS. We also seek to provide reasonable accommodation for the interview process.

Check Out ETS’ Excellent Benefits - Part of Your Total Rewards Package in this Role!

Key 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.

Exceptional Perks:

· 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.

Evergreen Treatment Services acknowledges that we are on the traditional land of the first people of Seattle, the Duwamish People past and present and honor with gratitude the land itself and the Duwamish Tribe.