Legacy Health

Executive Assistant to Sr. Vice President

Equal Opportunity Employer/Vet/Disabled
US-OR-PORTLAND

Job ID: 26-46617
Type: Regular Full-Time
System Office 1919 Building

Overview

Our Senior Vice Presidents (SVPs) are supported by assistants who exercise sound judgment, discretion, and strong communication skills. When supporting the Chief Legal Officer, typical responsibilities include handling confidential legal documents, organizing meetings with both internal and external parties, creating reports and presentations, ensuring effective communication between the legal team and other business areas, monitoring compliance and regulatory deadlines, and helping to review and organize contracts. If you possess these skills and are interested in contributing to our mission of improving lives, we encourage you to explore this opportunity.

Responsibilities

The Executive Assistant (EA) provides executive-level day-to-day administrative coordination and support to meet customer needs and enhance the efficiency and effectiveness of the SVPs. The EA often serves as the point of contact on behalf of their SVP and the executive office, requiring exemplary interpersonal and customer service skills, excellent communication, discretion, confidentiality, organizational skills, professional judgment, and an ability to manage complexity in their work. In collaboration with others, coordinates schedules, produces information, and completes assigned work. The EA supports high level systemwide decision-making bodies and board committees and can back up other EA assignments as needed. This support involves using Legacy’s technology applications to coordinate schedules, produce agendas/materials, communicate with attendees, set up, and manage tech-supported meetings, document decisions, prepare minutes for approval, and manage audio-visual needs, including projecting presentations. The EA is often a key part of the workflow for information and decisions requiring SVP review and approval and may have responsibilities specific to the functional area in which they work, such as tracking certain types of invoices, coordinating special events/celebrations, or compiling reports.

This position is located from our System Office in NW Portland.

Qualifications

Education:

College degree, college training, or higher education coursework in business administration preferred, but not required.

Experience:

Minimum of eight years’ administrative or executive assistant experience or equivalent education and/or training, preferably with a health care organization.

Experience in interacting with all levels of the organization with a concentrated focus on Senior Management.

Two years as the executive assistant for the Chief Legal Officer and the Legal department preferred.

Skills:

Proficiency with and aptitude for technical applications and information systems, such as Outlook and the various platforms Legacy utilizes to conduct business (Microsoft Word, Excel, PowerPoint, SharePoint, Visio, etc.).

Excellent verbal and written communication, including the ability to edit documents for grammar, punctuation, etc.

Ability to work independently and exercise sound judgment when making decisions within the framework of corporate policy, seeking consultation as needed.

Ability to multi-task and work in a fast-paced environment with frequent interruptions.

Ability to create presentations and reports (charts, graphs of data, etc.) utilizing Legacy’s various applications.

Ability to record and transcribe minutes.

Ability to compose specialized or sensitive correspondence and reports.

Ability to plan, anticipate, prioritize, and follow through on responsibilities with a high degree of initiative and independence.

Effective people skills including tact, diplomacy, and ability to partner and work with all levels of leadership and staff.

Effective trouble-shooting skills to solve practical problems and deal with a variety of concrete and abstract variables in situations where creative solutions are required.

Ability to independently research, compile and organize confidential information proficiently and accurately, with minimal rework.

Possess a high degree of professionalism and confidence.