Senior Executive Assistant

Department Overview

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, 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. 

 

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.

Function/Duties of Position

• 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.

Required Qualifications

• Four years’ clerical/secretarial experience, which includes one year of full-time work for a senior level executive utilizing highly developed organizational skills; OR
• Associate’s degree or certificate in office occupations or office technology and three years of secretarial; OR
• Bachelor’s 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 simultaneo