Executive Assistant

• Provide confidential administrative and project support to the SVP of Finance & Treasurer, VP of Campus Services, AVP of Facilities, and Director of Design and Construction
• Anticipate executive needs by researching, locating, assembling, and summarizing information for executive action
• Maintain executive calendars, resolve conflicts, and coordinate scheduling with stakeholders and schedulers
• Arrange and prepare group and individual meetings with OHSU stakeholders and vendors
• Process executive mail and screen callers and visitors
• Respond to complaints and concerns and coordinate appropriate follow-up
• Support executives with travel, scheduling, project documentation, duties, projects, and events
• Serve as department crisis manager/problem solver and resolve routine support issues
• Develop and revise department procedures and liaise with partner departments and Facilities Operations Support
• Coordinate Facilities work orders, building repairs, and construction requests
• Represent the department in university meetings and working groups
• Plan and manage departmental physical space, supplies, equipment, and inventory
• Review project assignments, develop project plans, coordinate participants, monitor progress, and complete project documentation
• Communicate on behalf of executives with internal and external stakeholders
• Gather, enter, and analyze information using Microsoft Word, Excel, PowerPoint, and SmartSheet
• Coordinate executive-level events and meetings, including logistics, venues, vendors, catering, registrations, travel, agendas, materials, and communications
• Register employees for training and conferences and arrange business travel
• Arrange parking for department guests and use P-Card for appropriate purchases
• Perform other duties as assigned

• Manage the President/CEO’s complex calendar, including meetings, travel, events, competing priorities, scheduling needs, and conflicts
• Prepare, edit, organize, and manage executive correspondence, reports, presentations, briefing materials, agendas, and other documents
• Ensure the President/CEO is prepared for internal and external meetings and engagements
• Serve as a central coordination and communication resource for the President/CEO
• Communicate priorities, decisions, requests, and relevant context to stakeholders
• Coordinate leadership meetings, including agendas, materials, decision documentation, action items, and follow-up
• Track decisions, commitments, projects, and action items and follow up with responsible parties
• Coordinate executive travel arrangements, itineraries, meeting logistics, and related documentation
• Maintain accurate and organized executive records and materials
• Handle sensitive and confidential information with discretion and judgment
• Support strategic initiatives through research, information coordination, action-item tracking, and milestone monitoring
• Anticipate executive needs and proactively identify administrative, scheduling, communication, and coordination issues
• Develop and maintain administrative systems, workflows, and processes to improve executive efficiency and organizational follow-through
• Coordinate logistics for executive, leadership, board, and organizational meetings and events
• Serve as a professional point of contact for internal and external stakeholders engaging with the Office of the CEO
• Support public engagements, presentations, organizational meetings, and other activities involving the President/CEO
• Support organizational and fundraising efforts
• Complete administrative, expense, and credit card documentation accurately and on time
• Participate in organizational meetings, retreats, trainings, and cross-functional activities
• Provide administrative coordination and functional support to staff, vendors, and other individuals without formal supervisory responsibility

• Provide confidential and complex administrative services for Health Plan Services and the Office of Payor Strategy
• Support the Chief Administrative Officer and Executive Medical Director of Health Plan Services, with additional support for other leaders and team members
• Manage complex scheduling priorities, day-to-day meetings, executive commitments and schedule conflicts
• Facilitate and support board, committee, credentialing subcommittee and leadership meetings
• Coordinate leadership and all-team retreats, including space, refreshments, A/V, supplies and event logistics
• Prepare agendas, gather, proofread, format and compile meeting materials
• Communicate with meeting participants and distribute secure materials
• Attend and facilitate meetings, including recording, presentations and virtual technical elements
• Compose meeting minutes and maintain meeting documentation
• Coordinate travel arrangements and facilitate travel expense reimbursement
• Provide ad hoc scheduling support for leaders and team members
• Process invoices, purchases, reimbursements and P-card transactions
• Draft and proof correspondence, presentations, organizational charts, agreements and contracts
• Serve as IT Contact for technology and equipment requests, software orders and IT communications
• Serve as Kronos timekeeper and support timekeeping inquiries
• Review, sort, scan and distribute incoming mail
• Process and deposit annual CIN provider member dues checks
• Provide backup administrative support during vacations and emergencies
• Assist with recruiting, new-hire paperwork, onboarding and training
• Collaborate with executive support staff on office duties and projects

Executive Assistant jobs in Oregon

Executive Assistant

Executive Assistant

Senior Executive Assistant