Board Relations & Executive Assistant

Socket.dev; Portland (OR); On-site; USD 76,000 - 95,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

Retirement contributions

PTO

Paid Holidays

Job summary

NPAIHB in Portland, Oregon seeks a Board Relations & Executive Assistant to provide high‑level administrative support to the Executive Director and Director of Legal & Government Affairs. This role requires experience with Tribes, large meetings, and governance activities, with on‑site work at the Portland office and travel as needed.

The Executive Assistant reports to the Executive Director, supports governance and policy work, and ensures confidential handling of documents with strict

Qualifications

• Minimum education: Bachelor's degree or eight years of relevant experience.
• At least five years of progressively responsible experience in executive administration and/or board relations.
• Experience with Tribes, Tribal organizations, or Tribal health clinics is preferred.

Responsibilities

• Supports Executive Administration, Board Relations, and Government Affairs aligned with priorities.
• Drafts, edits, and proofs emails, reports, presentations, and contracts.
• Manages invoices, purchase orders, and deadlines for board priorities.

Skills

Executive administration

Board relations

Event planning

Travel coordination

Policy support

Education

Bachelor's Degree in Business Admin./Public Health/Social Sciences

8+ years relevant experience as substitute

Tools

OnBoard

Microsoft Word

Excel

PowerPoint

Teams

SharePoint

Adobe Acrobat

Zoom

Job description

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

Classification: Salaried, Exempt

Status: Full-Time (1.00 FTE), Regular w/ Benefits

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 securely archiving records as appropriate
• Maintains calendars with current information regarding activities, deliverables, deadlines, requirements, approvals, and required follow-up
• Provides timely updates regarding assigned activities, deadlines, risks, barriers, and required actions to relevant staff and leadership
• Contributes to preparation of the required annual report and supporting materials submitted to the Indian Health Service, including gathering necessary information and facilitating timely completion and submission
• Documents significant activities, decisions, approvals, communications, and follow-up actions as required
• Facilitates logistics and preparation for conference calls, in-person meetings, events, and other project activities with staff, Tribal partners, consultants, and other stakeholders
• Assists with monitoring expenditures and financial information to identify variances, maintain alignment with approved budgets, and comply with applicable organizational and funding requirements

Other Duties

• Performs other duties as assigned by the Executive Director or designee

Standards of Conduct

• Act in service to the Tribes and Tribal communities we serve
• Uphold the Mission, Values, and Vision of the NPAIHB
• Maintain the highest level of confidentiality with all NPAIHB information and documentation
• Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position
• Exercise good judgment and initiative in performance of duties and responsibilities
• Demonstrate self-awareness, sound interpersonal judgment, and constructive communication in the performance of all duties and responsibilities
• Demonstrate a commitment to learning, innovation, service, knowledge sharing, and the professional development of others, as appropriate to the position
• Help cultivate an organizational culture that centers NPAIHB’s service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive
• Contribute to building an inclusive workplace across a range of identities and experiences, including but not limited to geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status
• Recognize diversity as a strength, and equity as a baseline
• Work in a cooperative manner with all levels of management and with all NPAIHB staff
• Effectively plan, organize workload, and schedule time to meet workload demands
• Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code
• Be present, available, and responsive for meetings and calls during regular working hours
• Participate actively in virtual meetings and use video when reasonably expected and appropriate, subject to approved accommodations or exceptions
• Show consideration by communicating effectively and building collective understanding
• Recognize that relationships are the cornerstone of NPAIHB’s work by treating all NPAIHB Tribal Delegates and Alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect
• Participate in required NPAIHB meetings, trainings, and organizational activities

Qualifications

Education

Minimum education required*:

• Bachelor’s Degree in Business Administration, Public Health, Social Sciences, or a closely related field
• In lieu of the minimum educational requirement, at least eight (8) years of progressively responsible experience in executive administration and/or board relations, or a closely related field that demonstrates the knowledge, skills, and abilities required for the position may serve as an acceptable substitute for the minimum education requirement.

* Note: the substitute-experience requirement is the total experience threshold, and is not added to the shorter minimum requirement listed in the Experience section below. All other distinct education, credential, and experience requirements remain applicable.

Experience

Minimum experience required:

• At least five (5) years of progressively responsible experience in executive administration and/or board relations, or a closely related field, that demonstrates the knowledge, skills, and abilities required for the position*
• At least three (3) years of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics
• Demonstrated experience and expertise in the planning, organization, implementation, and follow-up of large and complex events and meetings

Additional experience preferred:

• Direct experience working with Northwest Tribes
• Experience in Indian health policy on a federal and/or state level

Required Knowledge, Skills, and Abilities

• Working knowledge of the Indian Self-Determination and Education Assistance Act, Indian Health Care Improvement Act, and other relevant Indian health policy legislation
• Expert-level proficiency with common workplace software programs (including Microsoft Word, Excel, PowerPoint, Teams, SharePoint, Adobe Acrobat, and Zoom)
• Intermediate proficiency with OnBoard or similar board management software platforms
• Strong technical writing skills,