Senior Executive Assistant at Oregon Health & Science University

Department OverviewHospital 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 theleadership team.The Senior Executive Assistant provides executive support to the leadership team managingcomplex 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 anduniversity official capacity groups. Works cooperatively and in collaboration with other executive support staffto 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 limitedto managing and coordinating executives schedules travel and reimbursement and meeting and committeesupport as assigned.Function/Duties of PositionProvide executive support to Sr. Vice President and Chief Nursing Executive and other members of the Hospital Administration leadership team. Thisinvolves: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 planswith other parties if needed.Manage incoming and outgoing correspondence and inquiries in a timely and accurate manner. This involves routing an inquiry to the correctcontact(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-personvirtual 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 minutesSet-up of A/V equipment; materials for distribution; and catering.Contribute as a member of the hospital administration administrative team. As amember will provide back-up support for other team members as needed andprovide a wide variety of technical and administrative tasks to support theexecutive office including front desk coverage.Purchasing and coordination of events and visiting candidates and guests incoordination with hosting executive.This involves confirming logistics catering and event scheduleCoordinate travel arrangements and schedules for visiting guestsPcard reconciliations reimbursements requisitionsSupport of accrediting organization on-site; or other events as authorized by theOHSU President and Hospital Administration CEO.Required QualificationsFour years clerical/secretarial experience which includes one year of full-time work for a senior level executive utilizing highly developed organizational skills; OR Associates degree or certificate in office occupations or office technology and three years of secretarial; OR Bachelors 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 QualificationsExperience with Webex and SmartSheet.Additional DetailsWork 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 advance notice. This is a hybrid position requiring a set number of in-person days established by themanager.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 employeeTwo separate above market pension plans to choose fromVacation- up to 200 hours per year depending on length of serviceSick Leave- up to 96 hours per year8 paid holidays per yearSubstantial Tri-met and C-Tran discountsAdditional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)All are welcomeOregon 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 or Required Experience:Senior IC Key Skills Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,White Papers,Calendar Management,Microsoft Excel,Sharepoint,Administrative Experience,Budgeting,DoD Experience,Google Suite Employment Type : Full-Time Experience: years Vacancy: 1