Senior Executive Assistant at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Feb, 26

Salary

0.0

Posted On

20 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Scheduling, Travel Coordination, Communication, Microsoft Office 365, Attention to Detail, Interpersonal Skills, Flexibility, Teamwork, Confidentiality, Meeting Support, Event Coordination, Pcard Reconciliation, Problem Solving, Audio-Visual Setup, Record Management

Industry

Higher Education

Description

Department Overview Hospital Administration is the central administrative unit for the OHSU Health System. This position is a member of the administrative team and contributes to the overall administrative support of the office and the leadership team. The Senior Executive Assistant provides executive support to the leadership team, managing complex scheduling priorities and coordinating day-to-day activities for executive leadership. Advises executives of commitments and obligations while arranging group and individual meetings across hospital and university official capacity groups. Works cooperatively and in collaboration with other executive support staff to perform office duties in a confidential manner, providing guidance, training, and support where appropriate. More specifically, this position provides administrative support to the Sr. Vice President and Chief Nursing Executive, members of the hospital administrative leadership team. Responsibilities include but are not limited to managing and coordinating executives’ schedules, travel and reimbursement, and meeting and committee support as assigned. Function/Duties of Position Provide executive support to Sr. Vice President and Chief Nursing Executive and other members of the Hospital Administration leadership team. This involves: Manage complex scheduling priorities and coordinating day-to-day meetings and activities for executives. Communicate time commitments, obligations and schedule conflicts. Coordinate travel arrangements, including air, hotel, and ground transportation; and adjust executives’ calendar and coordinate travel plans with other parties if needed. Manage incoming and outgoing correspondence and inquiries in a timely and accurate manner. This involves routing an inquiry to the correct contact(s) and providing specific information responding to their request. Draft and proof written material such as correspondence, presentations, organizational charts, proposals, agreements, contracts. Manage office records, both electronic and printed copies following office procedures. Committee and meeting support. Meetings are a combination of in-person, virtual, and hybrid format and may run outside of 8 a.m. – 5 p.m. This involves: Coordinating agendas, presenters, notices, creating action items and meeting minutes Set-up of A/V equipment; materials for distribution; and catering. Contribute as a member of the hospital administration administrative team. As a member, will provide back-up support for other team members as needed, and provide a wide variety of technical and administrative tasks to support the executive office, including front desk coverage. Purchasing and coordination of events and visiting candidates and guests in coordination with hosting executive. This involves confirming logistics, catering and event schedule Coordinate travel arrangements and schedules for visiting guests Pcard reconciliations, reimbursements, requisitions Support of accrediting organization on-site; or other events as authorized by the OHSU President and Hospital Administration CEO. Required Qualifications Four years’ clerical/secretarial experience, which includes one year of full-time work for a senior level executive utilizing highly developed organizational skills; OR Associate’s degree or certificate in office occupations or office technology and three years of secretarial; OR Bachelor’s degree and two years of secretarial experience. One year of full-time work or equivalent must have been working for a senior level executive utilizing highly developed organizational skills at the full performance level. Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience. Job Related Knowledge, Skills and Abilities (Competencies): Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals at all levels of organization. Demonstrated intermediate computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies. Demonstrated advanced level skill in Microsoft Office 365 applications: specifically Outlook, Word, Excel, PowerPoint, OneNote, SharePoint, Teams and Visio. Ability to take and prepare meeting minutes from committee meetings. Excellent organizational skills and attention to detail to coordinate multiple projects simultaneously. Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks to address changing priorities. Ability to be flexible in a constantly changing environment as well as being a change agent. Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks. Excellent interpersonal skills; must be able to communicate effectively and clearly, and have the initiative and ability to work with diverse groups. Preferred Qualifications Experience with Webex, and SmartSheet. Additional Details Work schedule M-F, 8:00 a.m. – 5:00 p.m. but may be required to start as early as 6:30 a.m. or after 5 p.m. with advance notice. This is a hybrid position requiring a set number of in-person days established by the manager. 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 Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP) All are welcome Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.

Responsibilities

The Senior Executive Assistant provides executive support to the leadership team, managing complex scheduling priorities and coordinating day-to-day activities for executive leadership. Responsibilities include managing executives’ schedules, travel arrangements, and meeting support.