EXECUTIVE ASSISTANT (REMOTE)

MAKE A DIFFERENCE AT OCHIN

OCHIN is a rapidly growing national nonprofit health IT organization with over two decades of experience transforming health care delivery to drive health equity. When you choose to join OCHIN, you have the opportunity to continuously grow your skills and do meaningful work to help fulfill our mission.

OCHIN provides leading-edge technology, data analytics, research, and support services to nearly 1,000 community health care sites, reaching nearly 6 million patients nationally. We believe that every individual, no matter their race, ethnicity, background, or zip code, should have fair opportunity to achieve their full health potential. Our work addresses differences in health that are systemic, avoidable, and unjust. We partner, learn, innovate, and advocate, in order to close the gap in health for individuals and communities negatively impacted by racism or other structural inequities.

At OCHIN, we value the unique perspectives and experiences of every individual and work hard to maintain a culture of belonging.

Founded in Oregon in 2000, OCHIN employs a growing virtual workforce of more than 1,000 diverse professionals, working remotely across 49 states. We offer a generous compensation package and are committed to supporting our employees' entire well-being by fostering a healthy work-life balance and equitable opportunity for professional advancement. We are curious, collaborative learners who strive to live our values everyday: Learning, Heart, Belonging, and Impact. OCHIN is excited to support our continued national expansion and the increasing demand for our innovative tools and services by welcoming new talent to our growing team.

Position Overview

The Executive Assistant (EA) is a professional-level role that serves as a partner to OCHIN Executives. In addition to providing high-quality administrative support, the EA is a critical thinker who understands the workings of the organization and their executives' needs, work styles, and priorities. The EA coordinates work and problem solving among team members and departments while ensuring high integrity, sound judgment and confidentiality in various situations. They have strong written and verbal communication skills, administrative and organization skills, are self-motivated, professional, proactive, collaborative, and capable of prioritizing tasks in a fast-paced environment.

Essential Duties

• Provide high-level, organized, and detail-oriented executive-level support while ensuring thoroughness, quality, and accuracy.
• Assess details, anticipate needed action, and take appropriate steps to assist in day-to-day activities and unexpected needs, providing the executive time to focus on priorities.
• Assist the executives with prioritizing deliverables, meeting deadlines, and avoiding bottlenecks.
• Triage questions and concerns to appropriate individuals or departments.
• Prepare, review, and revise written reports and presentations for the executives' review.
• Coordinate internal and member-facing meetings, including scheduling, drafting agendas, assembling and distributing meeting materials. Manage meeting logistics, including recording and summarizing minutes.
• Draft executive communications to leaders, staff, and external organizations.
• Conduct research and synthesize findings.
• Collect and maintain data files and distribute reports, ensuring accuracy and completeness.
• Manage the executive's complex schedule to ensure maximum efficiency.
• Manage, coordinate, and arrange executive travel, prepare travel itineraries, and reconcile expenses.
• Identify risks and opportunities for efficiency and improvement and collaborate with key stakeholders on resolution.
• Organize and provide logistical support for in-person and virtual events as needed. Travel may be required.
• Collaborate with the EA Team to ensure seamless executive support.
• Maintain the utmost integrity, confidentiality, and discretion when interfacing with others.
• Other duties as assigned by the Manager of Governance and Administrative Services and executives.

• An associate degree or equivalent in college education and experience required
• Five (5) to eight (8) years of relevant experience
• Experience working with senior executives
• Advanced writing and communication experience
• Advanced proficiency with Microsoft programs (Outlook, Word, PowerPoint, and Excel)
• Talent in organizing, prioritizing, and managing multiple tasks at once
• Excellent customer service skills
• Ability to work independently and in a virtual work environment

Core to All OCHIN Positions

• Agile Thinking - Regularly looks for ways to find efficiencies, innovate, and make things better; Makes appropriate decisions and finds solutions for each situation
• Collaboration Team player and relationship builder whose "can do" attitude inspires others while working together to solve problems and meet organizational needs; Hones the ability to influence key decision makers by communicating effectively and finding holistic solutions with benefits at all levels
• Curiosity A desire and ability to learn quickly, be resourceful, and be open to regularly accepting feedback and growing from it
• Entrepreneurial: Continuously seeks to understand and add value to the business; Succeeds in a fast-paced and changing environment and is excited to play a part in adding value to the organization and its mission
• Passionate: Cares deeply about adding value and improving health care technology in the communities in which we live and serve; the desire and ability to recover quickly from difficulty; keeping the mission at the forefront of all work
• Resourcefulness A non-passive approach to thinking outside the box and ability to work independently with little supervision and be capable of strategically prioritizing multiple tasks in a proactive manner
• Systems Thinker: Ability to understand, work well with, create, and improve processes; Understand how work
• and inter-functional processes influence one another within the whole and make improvements appropriately

Job Skills

• Attention to Detail - ensures information is complete and accurate
• Communications - delivers clear, effective communication and takes responsibility for understanding others
• Customer Service - maintains excellent customer service, both internally and externally
• Decision Making - obtains information and identifies key issues and implications to make informed and objective decisions
• Problem Solving - identifies problems and uses logic, judgment, and data to evaluate alternatives and recommend solutions
• Time Management - sets priorities, goals, and timetables to achieve maximum productivity
• Technical Skills & Knowledge - acquires and uses technical and professional knowledge, skills and judgment to accomplish results
• Work Standards - demands quality and continuous improvement

Physical Requirements/Work Environment

• Constant interpersonal skills, teamwork, and customer service. Frequent creativity, mentoring, presentations/teaching. Occasional decision making and independent judgment or action.
• Reading, speaking, writing, and understanding English.
• While performing the duties of the job, the employee will need to move from place to place, and at times need to be stationary for long periods of time.
• This position requires a virtual home-office environment, working remotely.
• The role routinely uses standard office equipment such as computers and mobile devices.
• Travel is required to support OCHIN's business requirements with a minimum of 2 trips per year. May require travel by air, vehicle, or train.

COVID-19 Vaccination Requirement

To keep our colleagues, members, and communities safe, OCHIN requires all employees-including remote employees, contractors, interns, and new hires-to be vaccinated with a COVID-19 vaccine, as supported by state and federal public health officials, as a condition of employment. All new hires are required to provide proof of full vaccination or receive approval for a medical or religious exemption before their hire date.

Work Location and Travel Requirements

OCHIN is a 100% remote organization with no physical corporate office location. Employees work remotely from home and many of our positions also support our member organizations on-site for new software installations. Nationwide travel is determined based on OCHIN business needs. Please inquire during the interview process about travel requirements for this position.

Work from home requirements are:

• Ability to work independently and efficiently from a home office environment
• High Speed Internet Service
• It is a requirement that employees work in a distraction free workplace

We offer a comprehensive range of benefits. See our website for details: https://ochin.org/employment-openings

Equal Opportunity Statement

OCHIN is an equal opportunity employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills for the benefit of our staff, our mission, and the communities we serve.

As an equal opportunity and affirmative action employer, OCHIN does not discriminate on the basis of race, ethnicity, sex, gender identity or expression, sexual orientation, religion, marital or civil union status, parental status, age, disability status, veteran status, or any other protected characteristics. All aspects of employment are based on merit, performance, and business needs.

Base Pay Overview

The typical offer range for this role is minimum to midpoint, with the midpoint representing the average pay in a national market scope for this position. Please keep in mind that this range represents the pay range for all positions in the job grade within which this position falls. The actual salary offer will consider a wide range of factors directly relevant to this position, including, but not limited to, skills, knowledge, training, responsibility, and experience, as well as internal equity and alignment with market data.

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