Senior Executive Assistant

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 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 limited

to managing and coordinating executives schedules travel and reimbursement and meeting and committee

support as assigned.

• Provide 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 minutes
  • Set-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 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 theOHSU President and Hospital Administration CEO.

• Four 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.

• Experience with Webex and SmartSheet.

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 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 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)