Executive Assistant & Board Coordinator

OneTogether Solutions (OTS) is a majority Native-owned healthcare Managed Services Organization headquartered in Boulder, Colorado. We partner with federally recognized tribes to operate opioid treatment programs across California and Washington State by delivering life-saving care rooted in community trust, cultural humility, and operational excellence. As we scale, we are building a team that reflects our mission and matches the ambition of the communities we serve.The Executive Assistant & Board Coordinator is a high-trust, high-impact role supporting the Chief Executive Officer and serving as the operational backbone of the executive office and board function. This individual will be a proactive partner to the CEO by anticipating needs before they arise, managing competing priorities with precision, and protecting the CEO's time and focus so that it is deployed against the highest-value opportunities.This role also provides targeted support to other members of the executive team in select operational areas and serves as a key point of contact for external partners, vendors, and stakeholders on behalf of the executive office.This role requires exceptional judgment, a commitment to confidentiality, and the polish to represent the CEO and OTS with professionalism across internal and external stakeholders including tribal partners, board members, government contacts, and clinical leaders.Required Qualifications5+ years of experience supporting a C-suite executive, preferably in healthcare, nonprofit, or mission-driven organizationsDemonstrated experience managing board operations and governance documentationExceptional calendar management skills with a track record of managing complex, multi-stakeholder schedulingProficiency in expense management tools and travel booking platformsAdvanced PowerPoint skills, with a portfolio of executive- and board-ready presentations that demonstrate design sensibility and the ability to simplify complex contentExperience building and maintaining digital document management systems, including folder architecture, version control, and records retentionProficiency maintaining organizational charts and managing updates across a growing, multi-site organizationExperience coordinating company events and procuring branded merchandise, gifts, and recognition itemsStrong written and verbal communication skills; able to draft polished correspondence and engage external stakeholders independently and professionallyHigh proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, SharePoint)Proven ability to maintain strict confidentiality with sensitive organizational, personnel, and strategic informationSelf-starter who anticipates needs, flags issues early, and follows through without promptingComfortable managing relationships with senior external stakeholders — including executives, government officials, and tribal leaders — with poise and cultural competencePreferred QualificationsExperience supporting executives in tribal health, federally qualified health centers, or healthcare environmentsFamiliarity with board governance platforms (e.g., BoardEffect, Boardable, Diligent)Experience with document management platforms (e.g., SharePoint, Notion, Google Workspace)Experience in a multi-site or multi-state organizationKey Responsibilities: Executive SupportManage the CEO's complex and dynamic calendar, including scheduling across multiple time zones, resolving conflicts, and adequate preparation time before high-stakes meetingsDraft, proofread, and prepare executive correspondence, briefings, presentations, and reports on behalf of the CEODevelop and design polished ensuring PowerPoint presentations for executive and board audiences, translating complex information into clear, visually compelling narrativesCoordinate travel including flights, lodging, ground transportation, and detailed itineraries with contingency planning built inProcess and reconcile expense reports, credit card statements, and reimbursements in a timely and accurate manner for the CEO, and provide expense management support to other members of the executive team as neededScreen and prioritize incoming communications, ensuring the CEO is informed of critical items while managing routine requests independentlyPrepare meeting materials, pre-read documents, and follow-up action items for all executive meetingsProvide meeting coordination support to other executive team members on an as-needed basis, including scheduling, logistics, and materials preparationMaintain and update organizational charts, ensuring accuracy as the team grows and evolvesServe as a trusted sounding board and first point of contact for the executive officeExternal Stakeholder EngagementServe as the primary point of contact for external parties — including tribal partners, government agencies, vendors, consultants, and community stakeholders — when coordinating meetings, site visits, or engagements on behalf of the CEO and executive teamInitiate and manage outreach to external contacts to schedule and confirm meetings, ensuring all parties are informed, prepared, and logistically supportedCoordinate and confirm travel arrangements for external guests and partners attending OTS events or leadership meetingsDraft external-facing correspondence with professionalism and cultural sensitivity, reflecting OTS's values and the seriousness of its partnershipsAnticipate and resolve scheduling conflicts or logistical issues with external parties proactively and graciouslyBoard Operations & Governance SupportCoordinate all logistics for board meetings, including scheduling, venue or virtual platform setup, quorum tracking, and board member communicationsPrepare and distribute board meeting materials (agendas, board packets, resolutions, reports) in advance of all meetings, in accordance with governance timelinesSupport OTS General Counsel in maintaining board minutes and resolutions; manage approval workflowsMaintain the board governance calendar (meetings, committee sessions, annual compliance deadlines)Serve as the primary point of contact for board members — managing communication, travel coordination, and document requests with discretionMaintain a secure, organized repository for all board documentation, bylaws, conflict-of-interest disclosures, executed agreements, and governance recordsSupport onboarding of new board members with orientation materials and logisticsDocument & Information ManagementOwn and maintain the executive office's digital file management system, ensuring all documents are organized, version-controlled, accessible to authorized personnel, and archived appropriatelyEstablish and enforce naming conventions, folder structures, and document retention practices across executive and board functionsServe as the custodian of sensitive organizational records, executed contracts, and governance documents, maintaining strict access controls and confidentialityMaintain up-to-date organizational charts and distribute updated versions to relevant stakeholders as changes occurOffice Coordination & Company Events (Boulder, CO — 2 to 3 Days/Week)Serve as the on-site point of contact for the Boulder headquarters on designated in-office daysCoordinate office logistics, vendor relationships, supply management, and facility needsSupport in-person executive and leadership meetings with setup, materials, and hospitalityLead coordination of company-wide events, including all-staff gatherings, leadership retreats, team-building activities, and milestone celebrations by managing venue, logistics, communications, and vendor relationships end to endManage procurement of branded swag, gifts, and recognition items for employees, board members, and external partners, including vendor sourcing, budget tracking, and timely deliveryServe as a culture carrier by creating a welcoming, organized, and professional environment for staff, partners, and visitorsPhysical Demands and Work EnvironmentThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, use hands to keyboard or type, handle materials used in performing the essential functions of the classification, and reach with hands and arms. The employee will be asked to perform repetitive behaviors (e.g., typing and data entry). The employee must occasionally lift and/or move up to 25 pounds (think boxes of paper). Specific vision abilities required by this classification include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions and communicate effectively in person, by telephone. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. The employee must also analyze and evaluate situations and adopt effective courses of action.Why Work for Us?We are a team with each person vital to our mission. Our team members are forward-thinking and passionate about creating change. We foster a culture of autonomy and ownership made possible by the trustworthiness and honesty of our team members. In a field that can sometimes leave staff feeling numb or powerless, we support active teamwork by responding with engagement, participation, and empathy. We treat patients with respect. And we believe that being curious and positive makes a difference.OTS offers Tribes the ability to address the public health emergency of the opioid epidemic within their Tribal nations and in their surrounding communities. Our clinics offer cutting-edge medical treatment, compassionate care, and culturally responsive services. The OTS model applies an individualized approach to patients that is sensitive to beliefs, medical problems, spirituality, and social situation. Our purpose is to inspire hope and save lives-healing individuals, families, and communities along the way.Please visit www.ots.health for more information.We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.