Description

Job title - Executive Assistant and Project Manager

Compensation (fulltime, hourly, non exempt) - $34.13 - $37.50/hour, ($71k-$78k/annually)

Schedule - Monday - Friday 7:30 AM - 3:30 PM

Location - Hybrid, rotation of clinics and admin office

ETS strives to achieve pay equity and transparency as part of our goal to create an equitable workplace.

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 will support senior leadership to achieve their common goals by helping coordinate and align efforts toward project completion. This position plays a central role in ensuring Clinic Services projects adhere to effective processes that produce desired outcomes through the application of project management tools to initiate, plan, execute, monitor, and bring projects to successful conclusion. The person in this position must work efficiently and effectively with minimal supervision and is expected to proactively engage with project stakeholders.
  
  

Administrative Support

What you contribute to this role – Responsibilities:

• Provides confidential administrative support for the executive leadership and directors, including managing the schedule/calendar, taking notes, managing project timelines, covering administrative tasks, and dealing with administrative problems and inquiries as appropriate.
• Composes and prepares written documentation and correspondence; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Gathers, enters, and/or updates data to maintain departmental records and databases; establishes and maintains files and records for the office.
  
  

Project Management

• Assists with project development and planning to ensure more efficient service and organization of the office.
• Manages/assists in the coordination, supervision, and completion of special projects as appropriate.
• Develop project designs and work plans, assist with facilitation of group problem solving and brainstorming sessions, and take notes.
• Manages the status, resources, and timelines for projects, tracking action items and following up with team members to keep project implementation moving forward.
• Serves as the communication liaison for project collaborators.
  
  

Program Support

• Provides administrative support to staff groups, committees, leadership meetings and workgroups; including scheduling, note taking, agenda setting, and reporting.
• Drafts and edits new Policies and Procedures to support leadership staff and committees.
• Creates and distributes materials for meetings, workshops, and activities.
  
  

Communication

• Point person for communications, ensuring communications amongst all stakeholders.
• Develops and maintains positive, collaborative relationships with Clinic Services partners and other service providers.
• Data Management:
• Assists with data entry, creation of visualization tools, and other deliverables for reports and presentations.
• Professional Development:
• Enhance professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Miscellaneous:
• Performs miscellaneous job-related duties as assigned.
• Attends Clinic Services Program staff meetings and other required meetings.
• Carries out all job responsibilities in accordance with ETS values, policies, and procedures.
  
  

Requirements

What you bring to this role – Qualifications:

• Education and/or Relevant and Lived Experience (if applicable):
• High school diploma or equivalent required. Undergraduate degree preferred.
• Minimum of two years of experience in professional office administration environment. Experience working in mission-driven non-profit organizations preferred.
  
  

Knowledge And Skills

• Understand racial justice and social equity and a commitment to helping create an equitable environment for all ETS clients and patients as well as fellow staff.
• Ability to establish and maintain effective working relationships with clients, patients, and staff from a wide variety of ethnic, socioeconomic, and cultural backgrounds.
• Advanced organizational, analytical and critical thinking skills, including skill in creative and effective decision-making and problem identification / avoidance / resolution.
• Strong interpersonal skills and verbal/ written communication skills.
• Excellent organizational skills and ability to prioritize workload, work independently, and complete tasks timely and efficiently.
• Dependable, able to work under pressure, receptive to change, willingness to learn, cooperative approach to problem solving.
• Flexible team player, with excellent attention to detail.
• Ability to maintain confidentiality and use discretion when handling highly sensitive information.
• Computer literate, with basic knowledge of Microsoft Office Suite (or equivalent suites such as Google Workspace), as well as a high level of initiative in keeping current with technological changes. Skills needed include basic functions such as utilizing MS Outlook email and calendaring programs (or equivalent) and sending attachments, using MS Teams or equivalent chat, call, and videoconference features, and navigating search engines such as Edge or Google and carrying out browser searches and website benchmarking steps.
• Information research skills.
• Database management skills.
• Ability to oversee project teams including organizing, prioritizing, delegating and scheduling work assignments.
• Possession of a valid Washington State Motor Vehicle Operator’s License (local travel on behalf of the Agency may be required) and acceptable driving record.
• Must be able to pass a Washington State Patrol criminal background check
• Must live in the greater Seattle area, primarily office-based
  
  

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; Clinic Services 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, and phone.
• Possible use of a program vehicle, for which a valid Driver’s License and acceptable driving would be required.
  
  

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.