Senior Executive Assistant in Portland, Oregon at Portland, OR (Marquam Hill)

• 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.

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.

• Experience with Webex, and SmartSheet.