Senior Executive Administrative Assistant at Life Flight Network

Aurora, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Jun, 26

Salary

98685.0

Posted On

12 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Correspondence Handling, Report Preparation, Logistics Coordination, Team Leadership, Coaching, Mentorship, Process Streamlining, Confidentiality, Discretion, Time Management, Organizational Skills, Written Communication, Verbal Communication, Problem-Solving

Industry

Hospitals and Health Care

Description

The Senior Executive Administrative Assistant provides comprehensive administrative support to the Chief Executive Officer (CEO). This role works in close coordination with the Chief Administrative Officer (CAO) and Chief of Staff (CoS) and serves as a trusted partner in managing the CEO’s time, attention, and day‑to‑day execution. This role operates with a high degree of autonomy and independent judgment, ensuring the CEO is optimally prepared for meetings, decisions, and engagements. The Senior Executive Administrative Assistant ensures the tactical, logistical, and administrative elements of the CEO’s office run seamlessly and reliably, enabling effective execution of priorities. They anticipate needs, proactively resolve issues, and exercise discretion on sensitive and complex matters. The role requires the highest standards of integrity, professionalism, and confidentiality. In addition, the position leads and develops the administrative support team, setting standards for excellence, driving consistency and efficiency, and continuously improving administrative functions across the organization. QUALIFICATIONS: * B.S. or B.A. degree with major or minor in Business Administration or other related field preferred * Minimum 5-7 years experience in an administrative support role requiring discretion, judgment, and performance of a wide range of administrative support functions is required * Proven experience in supporting senior executives with demonstrated ability to exercise judgement, prioritize competing demands, and manage complex workflows * Proven experience managing a team with positive leadership and a growth mindset * Excellent organizational and time-management skills * Clear and confident communicator with strong written and verbal communication skills; ability to independently write, edit, proofread, and format documents such as business correspondence, presentations, charts, and other material as needed * Proficiency in Microsoft 365 Suite (Teams, SharePoint, Word, Excel, PowerPoint, Outlook, CoPilot, etc.) * Ability to handle multiple tasks and projects with a high degree of accuracy and attention to detail * Strong problem-solving skills and the ability to work independently * High level of discretion and professionalism in handling confidential information * Effective interpersonal skills, including tact, diplomacy, and ability to work with all levels of staff and leadership, including external vendors/agencies/partners and their staff and leadership * Ability to take ownership of work, proactively identify issues and opportunities for improvements, and take initiative to resolve problems, doing what is needed without being asked * Above average capacity for visualizing and formulating new techniques, approaches, and strategies * Embrace proactivity and proactive behavior; solution and change-oriented, and self-initiated * Ability to travel by personal vehicle to meeting locations, including occasional travel to other cities. Must possess a valid Oregon driver’s license and automobile in good repair. Must provide proof of auto insurance. Mileage and travel expenses are reimbursed per Life Flight Network policy. ESSENTIAL DUTIES AND RESPONSIBILITIES: * Provides high-level administrative support to the CEO, including managing their calendar, organizing meetings, handling correspondence, and preparing reports while independently prioritizing demands and exercising sound judgment to ensure optimal use of executive time * Partners with the CAO/CoS to prepare the CEO for meetings, communications, and key engagements by ensuring materials, logistics, and follow‑through are accurate, timely, and complete. * Provides executive-level administrative support to the CAO/CoS, as needed. * Organizes and coordinates travel arrangements for the CEO and executive staff as needed * Leads the administrative support team, comprised of executive administrative assistants, department administrative assistants, and the office administrative assistant, establishing clear expectations, modeling best practices, and fostering professional development * Directly manages executive administrative assistants, ensuring they provide consistent, high-quality, and effective administrative support to executives * Drives consistency, efficiency, and quality across the administrative support team, identifying and supporting opportunities to streamline processes and implementing best practices across their respective areas of responsibility * Provides coaching, mentorship, and performance feedback to ensure the administrative team operates as a cohesive, high‑performing function. * Prepares meeting agendas and takes meeting minutes as needed * Provides administrative support to the Life Flight Network Board, including organizing meetings, assisting with preparing meeting documents, and coordinating travel * Handles confidential and/or sensitive information pertinent to the company’s operation with absolute discretion * Develops, maintains, and archives Life Flight Network’s policy and procedures relevant to this role * Assists with special projects as assigned by the CEO and/or CAO/CoS, taking initiative to identify solutions, collaborate across departments, and ensure timelines are met and objectives are achieved * Prepares and edits documents, correspondence, presentation, and reports * Coordinates company and department activities and meetings within the scope of this position * Ensure the executive office operates smoothly and efficiently, maintaining high standards of organization and professionalism and developing office procedures * Operates standard office equipment such as personal computer, facsimile, copier, and multi-line telephone 🌟 Benefits That Go Above and Beyond At Life Flight Network, we believe our team members deserve more than just a job — they deserve a rewarding, supported, and balanced life. That’s why we offer a thoughtful benefits package that truly sets us apart: Compensation & Retirement * Competitive pay * 401(k) with a 100% vested employer contribution — your future grows from day one * Tenure bonuses to reward your loyalty and long-term commitment Health & Wellness * Comprehensive Medical, Dental, and Vision coverage * Company-paid Life and AD&D Insurance * Company-paid Short & Long-Term Disability Insurance for peace of mind * Wellness Reimbursement Program to support your health goals * Complimentary Life Flight Network Membership for you and your household Family & Lifestyle * Paid Parental Leave to support growing families * Adoption Assistance for those building families in new ways * Bereavement Leave (including for pets) — because every family member matters * Paid Volunteer Time — make a difference in the community, on us * Generous Paid Time Off, starting at nearly 4 weeks annually for full-time employees Growth & Recognition * Tuition and Training Reimbursement to invest in your professional development * Employee Recognition Awards celebrating your impact and achievements * Multilingual Stipend to honor the value of diverse communication skills Join Life Flight Network and be part of a team that takes care of those who care for others — both in and out of the workplace. All candidates are subject to drug screening and background investigation. Life Flight Network is an equal opportunity employer.

Responsibilities

This role provides high-level administrative support to the CEO, managing their calendar, correspondence, and meeting preparation in partnership with the CAO/CoS. Additionally, the position leads and develops the administrative support team, setting standards for excellence and driving consistency across administrative functions.