Executive Assistant

Position Summary

Mindful Therapy Pacific NW (MTPNW) is seeking a highly organized, resourceful, and proactive Executive Assistant to support the Executive Director of a growing outpatient behavioral health teaching clinic.

This position is designed for someone who is exceptionally good at creating order, anticipating needs, tracking details, and moving projects forward without requiring continual direction. The Executive Assistant will work closely with the Executive Director and leadership team to manage administrative priorities, communications, scheduling, projects, and the many moving pieces involved in operating a growing multi-site/multi-state clinical organization.

The Executive Assistant provides administrative and operational support to the Executive Director and MTPNW staff, with clearly defined authority to independently resolve routine matters. The position emphasizes coordination, communication, organization, and follow-through rather than direct management of departments. Clinical, supervisory, billing, compliance, and personnel matters are referred to the appropriate leadership team members.

The right person will not simply complete assigned tasks. They will notice what needs attention, determine what they can resolve independently, and follow through until the issue is complete.

The Executive Assistant will have clearly defined authority to independently resolve routine administrative and operational matters, with responsibility for escalating decisions involving clinical judgment, significant financial commitments, personnel matters, or organizational policy.

Due to the sensitive nature of information accessible in this position, successful completion of a background check is required.

Primary Responsibilities

The Executive Assistant’s primary responsibility is supporting the Executive Director, with additional organizational and staff support provided according to established priorities.

Executive & Administrative Support

· Manage the Executive Director’s calendar, scheduling, communications, and administrative priorities.

· Monitor and organize email, identify matters requiring attention, and draft or respond to routine correspondence.

· Prepare meeting materials, track commitments, and ensure timely follow-up on outstanding items.

· Coordinate travel, meetings, trainings, and events as needed.

· Anticipate administrative needs and independently resolve routine matters within established authority.

Project Coordination & Organizational Support

· Maintain a centralized system for tracking projects, deadlines, delegated tasks, and organizational priorities.

· Coordinate administrative projects involving multiple staff members, ensuring clear responsibilities and timely completion.

· Support recruitment, onboarding, vendor coordination, and other organizational initiatives.

· Maintain and organize administrative records, policies, forms, and internal resources.

· Research options, gather information, and present recommendations to support leadership decisions.

Staff Support & Communication

· Serve as a first point of contact for routine administrative and technical questions, directing clinical, supervisory, billing, and personnel matters to the appropriate team members.

· Provide basic technical troubleshooting for organizational systems and coordinate additional support when necessary.

· Facilitate communication between staff, leadership, and outside partners.

· Identify recurring operational challenges and recommend improvements to administrative workflows.

· Assist with administrative coordination of vendors, purchasing, and facilities-related projects as directed.

What Success Looks Like

The Executive Director should be able to hand something to this person and trust that it will either be completed or brought back when a decision is genuinely required.

Success in this position means fewer administrative tasks reaching the Executive Director, fewer things requiring repeated follow-up, and greater visibility into what is pending, completed, or awaiting a decision.

The Executive Assistant routinely asks

· *Can I solve this?*

· *Can I find the answer?*

· *Can I move this forward?*

· *Does this require the Executive Director’s involvement?*

Qualifications

We’re looking for someone with strong judgment and initiative more than a particular résumé.

The ideal candidate will have

· Exceptional organizational and follow-through skills.

· Strong written and verbal communication.

· Excellent judgment about priorities and confidentiality.

· Comfort working independently and making reasonable decisions within established authority.

· Ability to manage multiple projects simultaneously without losing details.

· Strong technology skills and ability to learn new systems quickly.

· Ability to communicate professionally with clinicians, executives, applicants, vendors, and community partners.

· Comfort working in a growing organization where processes continue to evolve.

· Experience supporting an executive, business owner, healthcare organization, or professional-services organization strongly preferred.

· Behavioral health or healthcare experience helpful but not required.

The Person Who Will Thrive Here

You may be a particularly good fit if you are the person who naturally notices that something hasn’t been finished, figures out why, and fixes it.

You enjoy turning ambiguity into a plan. You aren’t intimidated by being given an outcome instead of step-by-step instructions. You know when to make a decision yourself and when something genuinely needs to be escalated.

You are comfortable saying, “I already took care of that,” as often as you say, “What would you like me to do?”

*Just as importantly, you value relationships and enjoy being part of a collaborative, supportive community. MTPNW is a relationally oriented organization where connection, authenticity, humor, and mutual respect matter. We take our clinical work seriously without taking ourselves too seriously. You’ll thrive here if you enjoy getting to know people, helping others feel supported and connected, and contributing to a workplace culture where people genuinely care about one another.*

Schedule

This is a part-time position averaging 20–30 hours per week, with scheduling flexibility based on organizational needs. Candidates located in the Portland metropolitan area are preferred. The position offers a flexible hybrid work arrangement, although fully remote arrangements may be considered for exceptionally qualified candidates.

How to Apply

If this sounds like a position where you could thrive, we’d love to hear from you!

Please submit your résumé and a brief cover letter telling us a little about yourself, why you’re interested in working with MTPNW, and what makes you a good fit for this role.

We are particularly interested in hearing how you’ve demonstrated initiative, independent problem-solving, and the ability to keep multiple priorities moving forward.

Please also answer the following question: Tell us about a time you identified a problem or unmet need at work and took the initiative to resolve it without being asked. What did you do, and what was the outcome?

Please send your résumé and cover letter to: jenn@mindfultherapypnw.com.

Pay: $30.00 - $35.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits

* Flexible schedule

People with a criminal record are encouraged to apply

Education

* High school or equivalent (Required)

Language

* English (Required)

Location

* Portland, OR 97219 (Required)

Security clearance

* Confidential (Required)

Work Location: Hybrid remote in Portland, OR 97219