General Summary
The Executive Assistant’s role consists of completing administrative tasks, organizing time and resources, filtering correspondence, and exercising decision-making authority as appropriate on process decisions in accordance with the CAO’s vision. This individual will ensure the CAO is better positioned to be prepared and available for organizational development, relationship building, and oversight of leadership staff in fulfillment of Peer Washington’s purpose, vision, and mission.
The Office of Behavioral Health Advocacy (OBHA) is an independent department dedicated to protecting the rights and interests of Washingtonians and their loved ones who are engaged in behavioral health services. OBHA provides consulting, resources, advocacy, and mediation for individuals and families navigating concerns or complaints within public and private behavioral health systems across Washington State. Through this work, OBHA upholds patient rights, supports equitable access to services, and ensures that individuals’ voices are heard and respected. This position will ensure that the Chief Advocacy Officer can attend to higher level administrative tasks so they may better fulfil the vision and mission of OBHA and Peer Washington.
Primary Responsibilities
Exercise discretion and independent judgment on matters of significance as assigned by the CAO.
Organize and set up advisory committee, staff, and business-related meetings and events including reminder notifications, note taking, and follow-up communication where appropriate.
Manage the CAO’s calendar prioritizing sensitive/urgent matters.
Filter and organize email communication.
Coordinate business travel arrangements
Collect, compile, record, or otherwise gather data and prepare standard and custom reports with information necessary for decision-making.
Create, edit, and/or format internal and external correspondence and communication materials on behalf of the CAO.
Create, edit, coordinate, and compile operations and standard operating procedure manuals.
Proofread narrative and numerical materials, including entries into EmpowerDB the documentation database.
Research topics and provide a summary and recommendation where appropriate.
Enter, extract, view, and summarize data in documents, spreadsheets, and database systems (i.e., Empower DB and Smartsheet)
Organize electronic and paper files.
Manage access to confidential and sensitive information with absolute discretion.
Support CAO in meeting their commitments on external boards, committees, and other groups.
Manage minor accounting and financial functions such as expense reports, compiling financial data.
Respond to phone calls and emails within one business day.
Manage and coordinate special events as assigned by CAO.
Manage and coordinate special projects as assigned by CAO.
All other duties as assigned by CAO.
Required Qualifications
• Minimum of 3 years of proven experience as an executive/administrative assistant or other relevant administrative support work
• Excellent organizational, documenting, and written/verbal communication skills.
• Very proficient with Microsoft Office Products. Must be proficient in One Note
• Demonstrated professional writing, proofreading, and grammatical skills.
• Very detail oriented
• Exhibit leadership skills
• Ability and desire to work in a highly diverse work environment
• Ability to work independently, to manage time effectively, and organize and prioritize daily workload.
• Ability to meet deadlines in a fast-paced quickly changing environment.
• Resourceful in finding information, answers, and researching technology.
• Strong interpersonal skills both positive and professional.
• Ability to pivot/adjust to meet the needs of shifting priorities.
• Maintain confidentiality and discretion with sensitive information.
• The ability to work a regular schedule with occasional nights and weekends.
• Comfortable with flexible work locations, with the ability to travel within Washington State and on occasion nationally
Preferred Qualifications
Additional Responsibilities
This is not intended to be an exhaustive list of responsibilities. In addition to the responsibilities listed above, the Executive Assistant will be responsible for any additional tasks that are assigned by the CAO.
Compensation