Senior Executive Assistant at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

09 Jun, 26

Salary

0.0

Posted On

11 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Strategic Priorities, Briefing Documents, Travel Coordination, Document Drafting, Executive Correspondence, Meeting Coordination, Liaison, Project Monitoring, Operational Streamlining, Discretion, Judgment, Organizational Skills, Microsoft Suite Proficiency, PowerPoint

Industry

Higher Education

Description

Department Overview The Senior Executive Assistant provides high‑level administrative and strategic support to the CEO, OHSU Health, ensuring effective management of priorities, communications, and executive operations. This role manages complex scheduling, prepares and coordinates executive‑level materials, facilitates leadership meetings, and serves as a key liaison between the CEO, senior leadership, internal collaborators, and external partners. With strong judgment, discretion, and organizational skills, the Senior Executive Assistant enables the CEO to focus on organizational strategy and operational excellence across the healthcare system. This role will manage highly sensitive information and must treat information with absolute confidentiality. This role is an in-person, on campus role. This role is part of the OHSU Health and School of Medicine (SoM) administrative team, and reports to the Director of Administration, SoM Office of the Dean. Function/Duties of Position Executive Support and Workflow Management Manages the CEO’s complex calendar, strategic priorities, and daily workflow to ensure alignment with organizational goals. Prepares briefing documents, decision support materials, and executive summaries to facilitate timely and informed decision-making. Coordinates travel, logistics, and scheduling for internal and external engagements. Composes and/or drafts a variety of documents, many of sensitive and confidential nature, including correspondence, meeting agendas, organizational charts, reports, proposals, agreements, minutes, contracts and personnel documents. Attend staff and committee meetings as directed, recording proceedings as appropriate. Executive Communication & Liaison Drafts, edits, and prepares executive correspondence, presentations, and reports for internal and external stakeholders. Serves as a key communication conduit between the CEO, senior leaders, Board members, and community partners. Ensures timely and accurate flow of information to and from the Executive Office. Meeting & Event Coordination Plans and supports executive meetings and committees, leadership retreats, and special events. Develops agendas, assembles materials, ensures preparation of presenters, and documents action items and follow‑up. Tracks progress on deliverables and ensures accountability across stakeholder groups. Assists with event planning for the Executives and other Hospital Executive Leadership or as assigned. Reconciles Pcard and processes expense reports as assigned. Operational & Project Support Monitors key organizational initiatives, providing administrative oversight and support to ensure progress and alignment. Identifies opportunities to streamline operations and improve the efficiency and effectiveness of the CEO’s office. Partners with executive leaders, HR, and organizational departments to support enterprise priorities. Reviews and sorts incoming mail for executives. Determines disposition of written communications. Furnishes information required for reply to correspondence and other materials. Composes, edits and proofs correspondence and other documents for approval of executives. Organizes and maintains files for the CEO to achieve quick retrieval when required. Other Duties as Assigned Required Qualifications Bachelor’s degree required; advanced degree or executive administrative certification preferred. 7+ years of progressively responsible executive administrative experience, preferably in healthcare, higher education, or a complex organizational environment. Experience supporting C‑suite executives or senior leadership strongly preferred. Job Related Knowledge, Skills and Abilities (Competencies): Must be considered fully proficient leaning toward “expert” level on entire Microsoft suite – with a focus on Power Point. Eligibility testing may be required. Commitment to carry out job responsibilities in an ethical, effective and professional manner demonstrating high levels of personal integrity. Skill in exercising tact and good judgment in representing the CEO Ability to interact effectively with all levels of organization. Excellent organizational, tracking, and follow through ability in prioritizing and coordinating multiple projects simultaneously. Ability to anticipate needs and problems, to prioritize tasks, and to handle multiple changing priorities. Demonstrates discretion, independent judgment, and professionalism in all interactions and decision-making. Builds trusted relationships across the system to facilitate collaboration and issue resolution. Preferred Qualifications Experience obtained in support of a Healthcare executive. Other experience that demonstrates related knowledge, skills and abilities. Additional Details Office work schedule associated with leadership in an office setting, i.e. may require long hours to achieve timely completion of work products. In-person work required at OHSU Marquam Hill campus. Subject to computer work for several hours, as needed. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Benefits: Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee Two separate above market pension plans to choose from Vacation- up to 200 hours per year depending on length of service Sick Leave- up to 96 hours per year 8 paid holidays per year Substantial Tri-met and C-Tran discounts Why apply to OHSU? We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu

Responsibilities

The Senior Executive Assistant provides high-level administrative and strategic support to the CEO, managing complex scheduling, preparing executive materials, and facilitating leadership meetings to ensure effective operations. This role acts as a key liaison, handling highly sensitive information with absolute confidentiality while supporting organizational strategy.