Executive Assistant

Department Overview

This position contributes to OHSU¿s success by providing executive support of the department's vice president and directors. Individual exercises independent judgement and discretion in developing recommendations and prioritizing work that regularly involve sensitive business strategies and confidential communications. The role provides excellent written and verbal communication skills, has strong proficiency with office technology, and maintains close professional working relationships with executive leaders, internal clients, and external strategic partners.

Function/Duties of Position

Executive support to the Vice President and department directors

• Manage, track, organize and oversee complex calendar activities and scheduling of cross-functional meetings.
• Project and task status tracking and documentation.
• Drafts meeting materials, including presentations (Miro, PowerPoint, etc.), meeting agendas, briefing documents and correspondence to ensure attendees are prepared for meetings.
• Responsible for travel arrangements, expense tracking and reconciliation.

Department support

• Serves as secondary Kronos timekeeper for public affairs units.
• Assists with event and agenda planning for internal and external meetings include special events and reoccurring meetings. Activities include presenter preparation, catering, calendaring, parking and venue booking, A/V set-up, and supply ordering.
• Serves as secondary IT contact for department. Provides liaison for department members to IT on troubleshooting tickets, equipment ordering and inventory.
• Assists department with marketing materials inventory. Places orders, tracks, counts and checks in and out equipment. 

HR liaison support

• Serve as the secondary HR liaison for the department, handling employee HRE actions to include hiring, termination, job and/or salary changes and briefing appropriate supervisor on protocols.
• Assists with onboarding employees ensuring each employee is added to appropriate distribution groups, paging groups, access forms, etc.; set up meetings between new hires and appropriate peers or supervisors for training. Maintains all electronic (Oracle) HR records.

Financial processing

• Backup the Administrative Assistant in executing routine financial processes, including but not limited to: receiving and distributing invoices, completing expense reports, liaison with OHSU Contracts for new and amended contracts. 

Other duties as assigned.

Required Qualifications

• High school diploma or equivalent.

• Four (4) years of clerical, secretarial, or administrative support experience. One year of experience in executive support preferred. Basic proficiency with office technology (e.g., Microsoft Office Suite).

• Ability to handle confidential materials with discretion.

• Proven ability to work effectively with diverse internal and external audiences.

• Experience in human resources systems and actions.

• Strong business writing and editing skills, including executive correspondence.

• Advanced skill with Word and Excel/

• Excellent organizational skill, attention to detail, judgment and discretion.

• Ability to work independently and move projects forward. Analytical skills a must.

• Skill at working in a dynamic team environment, meeting deadlines, multi-tasking and establishing priorities.

Preferred Qualifications

• Bachelor’s degree.

• Experience supporting a marketing, public relations or organizational communications department.

• Experience with Agile mindset and supporting Agile teams.

Additional Details

This a remote hybrid position with the employee primarily working from home but on campus for meetings or events as assigned. Hotel workstations campuswide available by reservation. Heavy use of a computer and phone. Work schedule and location are generally within regular business hours, though the role may be required to staff special events. Virtual meetings will be a regular occurrence.

Benefits 

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

Why apply to OHSU?