Board Relations & Executive Assistant

Northwest Portland Area Indian Health Board; Portland (OR); On-site; USD 76,000 - 95,000; Full time

Job summary

The Northwest Portland Area Indian Health Board in Portland, Oregon, seeks an experienced Board Relations & Executive Assistant to provide high-level administrative support to the Executive Director and the Director of Legal & Government Affairs. The role requires substantial experience supporting executives, strong communication, and effective coordination with Tribal leaders and meetings.

Based on-site in Portland, this position includes calendar management, document drafting, invoice

Qualifications

• Extensive experience providing executive-level administrative support.
• Strong written and verbal communication skills.
• Experience coordinating large meetings and events.

Responsibilities

• Manages complex and dynamic calendars for the Executive Director and the Director of Legal & Government Affairs.
• Drafts, edits, and proofs emails, reports, presentations, and contracts.
• Coordinates travel arrangements and related logistics for leadership and board events.
• Attends meetings, records minutes, and follows up on action items.
• Maintains governance records and meeting materials in a secure, organized manner.
• Prepares agendas and materials for board meetings.

Skills

Executive support

Calendar management

Written & verbal communication

Coordination with Tribes

Problem solving

Tools

OnBoard platform

Job description

Board Relations & Executive Assistant

Northwest Portland Area Indian Health Board Portland, Oregon, United States

About this position

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

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