Job ID: 21-21256 Type: Regular Full-Time System Office 1919 Building
***Hire On Bonus provided for this position***
Legacy Health seeks a Director of Executive Office and Board Relations to provide high-level support to the President/CEO and Legacy’s Board of Directors. This is a facilitative role that will ensure the execution of key projects and initiatives, function as the contact person and recording secretary for the Board of Directors, identify challenges and solutions to achieving organizational goals, support the development of strategic and tactical communications, and support day-to-day activities of the Executive Office. The successful candidate will apply operational knowledge and approaches to evaluate and communicate progress of priorities, communications, and coordinate activities/priorities between SVPs and other Legacy leaders. They will also draft executive level proposals and presentations, prioritize requests for critical decisions or responses from the President/CEO and attend forums as appropriate to facilitate communications and to achieve Legacy’s priorities. Additionally, we seek someone who is familiar with local and state businesses and leaders, and who interfaces with these organizations.
If you are a recent post-fellow or graduate of a master’s program in Health Administration or a related field, with a background in communications, public relations, community engagement, foundations or public administration, and want to use your talents to make a difference in the lives of our patients and the community we serve, we invite you to consider this opportunity. We strive to be a diverse, culturally responsive organization, and encourage individuals with diverse backgrounds and those who promote diversity and inclusion to apply.
Legacy Health, the largest nonprofit, community-owned health system serving the Portland-Vancouver area and the mid-Willamette Valley, seeks to improve our community by helping people live healthier and better lives. To support good health, Legacy provides a range of services: Legacy Health has six hospitals with dedicated children’s care at Randall Children’s Hospital at Legacy Emanuel, more than 70 primary care, specialty and urgent care clinics, nearly 3,000 doctors and providers, over 13,000 employees, and lab, research and hospice. Legacy also has major partnerships including PacificSource Health Plans and the Unity Center for Behavioral Health, a one-of-a-kind center for people facing a mental health crisis, operated as a community collaboration between four regional health systems and numerous community partners.
GENERAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:
Supports the President/CEO and the Board of Directors by tracking and managing strategic priorities, special projects, and cross-functional initiatives most important to the leadership team, ensuring timely and thorough completion, and following up on progress and status at each meeting as necessary.
Takes ownership of analysis and creation of materials for key meetings (e.g. Board decks and community involvement), develop agendas, communications, and other meeting materials.
Researches, benchmarks, and analyzes data, and creates recommendations for special projects that arise. Designs and produces complex documents, reports, and presentations; collects and prepares information for meetings with staff and outside parties. Composes and prepares correspondence as needed.
Supports the CEO by working with Legacy’s marketing and communications department to assure that the CEO office is represented at appropriate functions, both internally and externally.
Prepares the President/CEO for major meetings, presentations, and speaking engagements.
Oversees the planning and preparation for all internal and external meetings with the CEO. Ensures preparation and timely distribution of all relevant materials and meeting coordination. May attend on behalf of the President/CEO at selected internal and external meetings, representing their viewpoints and reporting back to ensure alignment.
Working with the CLO, ensures adherence to and compliance with applicable rules and regulations set in the organization’s bylaws regarding board and board committee matters. To include advance distribution of materials prior to meetings, manages the preparation of materials for Board meetings.
Assists with the management of the corporate records of the company, including minute books and records of other corporate actions.
Understands the Board and Committee structure, including an in-depth knowledge of the internal and external attendees required for each meeting.
Supports Board members as needed to ensure the smooth functioning of meetings.
Acts as the main point of contact for orienting and on-boarding new Board members, including developing content and delegating scheduling. Trains Board members in Board Portal.
Administers Board and Senior Leadership SharePoint sites to ensure consistency, security and current information is provided to users.
Manages the master calendar for the Board of Directors.
Accountable for all aspects of off-site events and retreats. As appropriate, delegates to the Sr. Executive Assistant the arrangements with event planners, caterers, restaurants, and hotel staff and the handling of member travel arrangements, lodging, and meal planning.
Oversees the disbursement of Board director payments and travel-related expenses.
Maintains discretion and confidentiality in relationships with all board members.
Strategically manages President/CEO's time, working with the Sr. Executive Assistant to look at short- and long-term schedules to evaluate opportunities and determine alignment with strategic priorities.
Supervises and acts as a mentor, coach, and resource for the Sr. Executive Assistant.
Bachelor’s Degree working in communications, public relations, community engagement, foundations or public administration. Master’s degree preferred.
Minimum 5-7 years' relevant experience, including working with a Board of Directors and/or board appointed committees.
Self-motivated, detail oriented, positive attitude, flexible, proactive and anticipate needs of both the CEO and the Board of Directors.
Demonstrates a working knowledge of metro and state organizations and businesses.
Ability to multi-task and work in fast-paced, demanding environment.
Ability to partner (collaborate) and work well with people at all levels.
Exceptional interpersonal skills and the ability to build relationships with internal and external customers.
Ability to identify and implement creative solutions to a variety of challenging situations.
Ability to work independently with little or no supervision.
Ability to make decisions and maintain confidentiality.
Ability to initiate and complete projects with minimal supervision.
Excellent verbal and written communication skills, including the ability to understand nuance and adapt communication style based on the audience and situation.
Advanced computer skills, Outlook, Excel, Word, PowerPoint, Adobe Acrobat, SharePoint and internet research skills.
Articulate and confident; must possess poise and show discretion.
Strong planning, organizational, time and project management skills to prioritize and complete multiple assignments and coordinate workflow with minimal to no supervision.
Must be available to provide support outside of normal business hours as needed.
Must be able to attend various community stakeholder meetings, including outside business hours.
Must have the ability to travel as needed to support the CEO and Board of Directors.