Sr. Executive Assistant

Department Overview

This position provides executive administrative support to the Vice President, Chief Nursing Officer for Women and Children’s Services and Surgeon-In-Chief, Doernbecher Children’s Hospital; with additional support to the Directors of Nursing, Women and Children’s Services as needed.

 

The Senior Executive Assistant provides executive support to the leadership team, managing

complex 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 and university official capacity groups. Works cooperatively and in collaboration with other executive support staff to perform office duties in a confidential manner, providing guidance, training, and support where appropriate.

 

In addition, the individual in this role must function in a team environment to manage workflow, coordinate and support the following: meeting and committees, strategic; large-scale events advancing mission priorities; recruitment and onboarding of directors and nurse managers; and daily operational needs of Women and Children’s Services. 

Function/Duties of Position

High-level executive administrative support to the Vice President, Chief Nursing Officer Women’s and Children’s Services and Directors of Nursing within Doernbecher Children’s Hospital.

• 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.
• Serve as a professional point of contact for leadership, physicians, nursing leaders, operational partners, candidates, and external stakeholders.

High-level executive administrative support to the Surgeon-In-Chief, Doernbecher Children’s Hospital

• 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.
• Track fiscal year credits and ensure professional licensing requirements remain current and compliant.
• Coordinate departmental and operational meetings while supporting scheduling priorities and communication needs.

 Committee, meeting and event support

• Facilitate and support recurring leadership meeting series, including but limited to the Women and Children’s Nursing Executive Council (WCNEC); Neonatal Obstetric Safety Regulatory Operations Committee (NOSROC); and Women’s & Children’s Nursing Operations Council (WCNOC). This involves managing agendas and meeting materials, meeting coordination, attending meetings to prepare meeting summaries and follow-up action items for attendees.
• Facilitate and coordinate VP/CNO quarterly townhalls. This includes coordinating event schedule, room confirmation, attendees’ communication and notification, audiovisual support, and catering if needed.
• Other support committee, meeting and event support include creating and formatting presentation slides, agenda, reports, and executive communications to support operational and leadership initiatives.

 Recruitment, Onboarding & HR Support

• Support recruitment and onboarding activities for new hires, travelers, and candidates across DCH departments.
• Coordinate candidate interviews, travel arrangements, hotel accommodation, and interview itineraries for out-of-town applicants.
• Schedule onboarding meetings, introductions, and meet-and-greet sessions for new employees.
• Submit and manage onboarding-related requests, including ePar submissions, IAM access requests, badge requests, and Oregon license requests for travelers.
• Provide administrative HR support, access requests, and onboarding coordination for departmental leaders and staff.

 Department Operations Support

• Coordinate quarterly Women’s and Chil