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