Executive Coordinator

Central City Concern; Portland (OR); On-site; USD 69,000 - 90,000; Full time

Benefits offered by this job

PTO 4 weeks

Holidays

Retirement match

Medical/Dental/Vision

Life Insurance

Sabbatical

Job summary

Central City Concern in Portland, OR, seeks an Executive Coordinator to support the Health Services Leadership Team. You’ll manage complex calendars, travel planning, and meeting agendas, and prepare reports and data analyses to inform executive decisions.

You will serve as a trusted administrative partner, handling confidential information, coordinating communications with staff and partners, and supporting grants, contracts, and budget tracking. Monday–Friday, 8:00am–5:00pm, Downtown Portland.

Qualifications

• 4 years of secretarial or executive assistant experience.
• An Associate’s degree or certificate in office occupations or 3 years of secretarial or executive assistant experience.
• Bachelor’s degree and 2 years of secretarial or executive assistant experience.
• An equivalent combination of training and experience.
• Excellent computer skills and high proficiency in Microsoft Office Suite; familiarity with office machines.
• Must possess a current driver’s license and access to a vehicle; valid to drive per agency policy.
• Pre-employment drug screen, TB test, and background check required; DHS clearance may be needed.
• Ability to walk, bend, stoop, kneel, climb stairs; lift heavy objects with or without accommodation.
• Commitment to non-discrimination policies and respectful interactions with diverse communities.

Responsibilities

• Provide administrative support for the Health Services Leadership team, including drafting correspondence and preparing data reports.
• Coordinate communications with internal and external partners; maintain confidential information.
• Maintain senior Health Services Leadership non-clinical schedules and plan travel.
• Coordinate meetings, prepare materials, and follow up on action items.
• Support project logistics, attend meetings, and report minutes and decisions.
• Handle inquiries and triage calls from staff and stakeholders.
• Assist with monthly expense reports, budget tracking, and grants/contracts reporting.
• Reconcile timecards and payment approvals; support daily operations.

Skills

Executive support

Calendar management

Travel planning

PowerPoint & Excel skills

Communication skills

Discretion & confidentiality

Time management

Education

Associate degree or certificate in office occupations

Bachelor’s degree

Equivalent combination of training and experience

Tools

Microsoft Office Suite

Scheduling software

Data management

Job description

Make a Mission-Driven Impact as the Health Services Leadership Teams' Executive Coordinator at Central City Concern!

Help Drive High-Impact Operations

• Empower Executive Leaders; Act as the strategic backbone for the Health Service Leadership Team (HSLT), keeping their priorities in order
• Support complex projects by owning the logistics, deliverables, and timelines for key health services initiatives from start to finish.
• Maximize leaders’ efficiency through dynamic scheduling, travel planning, and meeting agendas to optimize the leadership team's time.

Technical & Analytical Support

• Assist with data translation into Insights: Create powerful PowerPoint presentations and manage complex datasets in Excel to support executive decisions.
• Streamline daily business as you handle critical operational tasks including budget tracking and expense reporting.
• Manage multiple Leadership schedules, attend project meeting, report meeting minutes, decisions made and action plans.

Serve as a Trusted Partner & Liaison

• Manage highly sensitive and confidential information daily with top-tier professional judgment and discretion.
• Bridge the communication gap and act as the central communication liaison, triaging inquiries from internal staff, community partners, and external stakeholders.
• Champion inclusive collaboration through respectful, effective connections across a fast-paced environment with diverse teams and community partners.

The Health Services Leadership Executive Coordinator provides confidential, varied and complex administrative support for the Health Services Leadership team, including the Health Services Executive, Chief Medical Officer, and Health Services senior operations and medical directors. Responsibilities include communication liaison, project coordination, preparing reports and data, scheduling and meeting support, planning travel, coordinating visitors, and effectively prioritizing and responding to diverse requests from Health Services leaders. This position requires confidentiality, judgment, flexibility, interpersonal skills, organizational skills, strong computer skills, and the ability to work well with all levels of internal management and staff, as well as outside stakeholders.

Location: Administration Office (Downtown Portland)

Schedule: Monday - Friday 8:00am - 5:00pm

Salary Range: $69,000 - $90,000*This range is influenced by professional experience, licensure, certifications, and internal equity.

MINIMUM QUALIFICATIONS

• 4 years of secretarial or executive assistant experience

OR

• An Associate’s degree or certificate in office occupations or office technology and 3 years of secretarial or executive assistant experience

OR

• A Bachelor’s degree and 2 years of secretarial or executive assistant experience

OR

• An equivalent combination of training and experience.
• Excellent computer skills and high proficiency in Microsoft Office Suite. Experience with office machines (fax, photocopier, phone systems).
• Must possess a current driver’s license, access to a vehicle, qualify as an Acceptable Driver as designated in Central City Concern’s Fleet Safety policy. Must pass an initial drivers training within 60 days of being an approved driver and continued recertification training. Must maintain vehicle insurance coverage of a minimum of $100,000/$300,000 personal auto liability coverage.
• Must pass a pre-employment drug screen, TB test, and background check. This includes clearance by the DHS Background Check Unit.
• Must generally have the ability to walk, bend, stoop, kneel, squat, twist, reach, pull and lift heavy objects, and climb stairs with reasonable or no accommodation.
• Must adhere to agency’s non-discrimination policies.
• Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds, religious views, political affiliation, cultural backgrounds, life-styles and sexual orientations and treat each individual with respect and dignity.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative support for the Health Services Leadership team, including drafting correspondence, editing technical documents, preparing effective Power Point presentations, inputting and analyzing data in Excel, creating and maintaining organizational and filing systems, and coordinating communications with internal and external partners.
• Serve as the central contact and communications liaison between Health Services Leadership Team and other agency staff. Appropriately manage and communicate confidential or sensitive information.
• Maintain senior Health Services Leadership’s non-clinical schedules by planning and scheduling meetings, conferences, teleconferences, travel, and other items.
• Coordinate Health Services Leadership and other department meetings, and other meetings as assigned, including scheduling and coordinating meetings, preparing materials, attending meetings, and coordinating agendas and follow up items.
• Provide support and coordinate logistics of projects as assigned. Coordinate project deliverables/issues with key stakeholders. Attend project meetings and report meeting minutes, decisions made and action plans.
• Answer, evaluate and triage calls from many different sources, including concerns or complaints that are directed to the Health Services Leadership.
• Respond to routine daily correspondence. Thoroughly review all incoming materials to ensure that proper action is taken, including routing and signatures.
• Assist in completing, distributing and tracking various reports. This includes compiling and organizing information for monthly expense reports and budget tracking.
• Assist Health Services Leadership team to fulfill grants and contracts management and reporting requirements for grants and contracts, as needed.
• Assist Health Services Leadership team to reconcile timecards, credit card approvals, payment approvals, and other daily operations.
• Complete a variety of computer-based tasks related to documentation in the appropriate format, including but not limited to: typing correspondence, memos, and reports; completing applications and data entry; and creating data reports and presentations.
• Adhere to all state and federal privacy regulations, including HIPAA and 42 CFR Part 2, and to CCC policies and agreements regarding confidentiality, privacy, and security.Comply with all privacy and security requirements pursuant to community partners’ and outside providers’ patient confidentiality agreements, including privacy and security requirements for EMR access. This includes immediately reporting any breach of protected health information or personal identification information of any person receiving CCC services by CCC or an outside provider to the CCC Compliance Department, as well as to your supervisor or their designee.
• Other duties as assigned.

SKILLS AND ABILITIES

• Ability to communicate clearly, concisely and courteously, both orally and in writing, with the general public, clients, patients, medical personnel and co-workers.
• Good organizational and problem-solving skills; ability to prioritize and meet deadlines.
• Ability to function independently with minimal direction and supervision.
• Ability to work effectively as part of a team.
• Ability to manage multiple priorities, projects and display flexibility in a fast paced and changing work environment.
• Sound decision-making skills and excellent professional judgment, including ability to handle sensitive and confidential information on a daily and ongoing basis.
• Ability to manage time and meet deadlines.
• Ability to maintain accurate records and necessary paperwork.
• Ability to maintain highest standards of confidentiality with regard to patient/client information as well as operational and clinical information.
• Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds, religious views, political affiliation, cultural backgrounds, life-styles and sexual orientations and treat each individual with respect and dignity.

Benefits at Central City Concern

We offer incredible benefits to our employees, including an extensive total rewards package, competitive compensation, medical, dental, vision, Student loan repayment options, and retirement savings matching plans!

• Generous paid time off plan beginning at 4 weeks of PTO accrual per year! Accrual amount/rate increases with longevity.
• Up to 11 recognized Holidays and 2 Personal Holidays (dependent on work shift schedule).
• Amazing 403(b) Retirement Savings plan with an employer match of 4.25% in your 1st year, 6% in the 2ndyear, and 8% in your 3rdyear!
• Comprehensive Medical, Vision, and Dental insurance coverage.
• Employer-Paid Life, Short-Term Disability, & Long-Term Disability Insurance!
• Sabbatical Program offering extended time off at years 7, 14, and 21.

This description is intended to provide a snapshot of the work performed and is not designed to contain a comprehensive inventory of all duties, responsibilities, and qualifications required for the position.

As an agency deeply rooted in recovery, part of our policy and commitment to a drug and alcohol-free workplace includes post-offer, and pre-employment drug screens. Please note we follow Federal Guidelines regarding