Oregon Health & Science University · 23 hours ago
Executive Assistant to the Oregon Perinatal Collaborative
Portland, OR
Full-time
Onsite
Mid, Senior Level
3+ years expOregon Health & Science University is seeking an Executive Assistant to the Oregon Perinatal Collaborative (OPC). This role is essential in providing executive administrative support, managing scheduling and communications, and coordinating various projects and events to improve health outcomes for mothers and babies in Oregon.
EducationHealth CareUniversities
Responsibilities
Provides executive administrative oversight in support of the OPC
Manages complex scheduling priorities and coordinates day-to-day activities for OPC. Advises on commitments and obligations. Obtains conference room reservations and/or virtual meeting links, determines A/V needs, crowd-sources agenda items, and provides presentation assistance
Composes and/or drafts and edits a variety of OPC communications and documents, correspondence, meeting agendas, PowerPoint presentations, reports, proposals, and others. Manages documentation and signatures in support of the OPC. Attends meetings as directed, recording proceedings and taking minutes, as appropriate
Processes expense invoices, reconciliations, reimbursements, honorariums and disbursement requests, including those directed from grant funding sources
Develops and maintains an accurate and efficient electronic filing system for correspondence, projects, and administrative activities, via OneDrive, X-drive, and other systems as needed
Organizes all aspects of travel arrangements and processes corresponding reimbursement requests in a timely fashion
Manages the office of the OPC, including facilitating technology needs, ordering supplies and equipment
Coordinates conferences and special events, including arranging travel, lodging, catering, reservations, and A/V needs. Prepares, coordinates, and communicates guest itineraries. Coordinates the marketing of events, including creating announcements, posters, flyers, programs and web content
Develops and maintains relationships with administrative staff, faculty and leadership within the Department of Ob/Gyn, throughout OHSU, and external organizations, as necessary for the successful support of the OPC and the Department's mission and goals
Provides project coordination in support of the OPC core team
Responsible for organizing and implementing key aspects of the project as identified by the team, identifies key stakeholders, determines the scope and steps to complete implementation, verifies communication needs to ensure engagement throughout project lifecycle, utilizes necessary resources, review existing methods and procedures, and modify as necessary to accomplish assignment, identify potential difficulties and determines means of lessening or avoiding them
Leads the development of tools to manage the implementation of various projects as outlined by leadership. This may include utilizing project management software to outline individual processes involved in each step and managing timelines and communication to assure timely completion of projects
Participate in training programs as needed to achieve and maintain proficiency in role-related skills and abilities
Leads and facilitates project meetings, develops action items and tracks completion of action items. Delivers, maintains, and stores project documents
Responsible for managing the line of communication on project deliverables, timelines, updates, outcomes, risks and budget. Informs interested groups and individuals of project progress, and that project output is appropriate. Engages others to join in a culture of collaboration and accountability for project deliverables
Monitors project status to ensure progress toward completion and required procedural steps are completed fully and timely, modifies project plan and coordinates changes with participants as necessary in response to unforeseen changes or unexpected developments, closes files upon project completion and reviews records to ensure documentation is appropriate and complete
Qualification
Required
Bachelor's degree
3 years of Administrative office experience and 2 years of lead, supervisory or management experience or 5 years of administrative office experience with demonstrated leadership or project management/coordination experience or equivalent combination of education, training and experience
Outstanding verbal and written communications skills with a diverse population
Ability to communicate effectively to multiple levels within the organization
Ability to establish effective working relationships with internal and external customers including faculty, department and institution leadership, and supporting organizations
Ability to communicate with tact and diplomacy in a variety of sensitive situations
Ability to maintain a high level of confidentiality and sensitivity
Outstanding customer service skills
Ability to work both in a team environment and/or independently as needed, handle multiple tasks, meet deadlines, stay organized, and remain calm under pressure
Ability to reprioritize as circumstances require and communicate impacts
Initiative and motivation to learn new skills with interest in career development
Ability to exercise independent judgment
Ability to adapt to dynamic changes in the professional environment
Ability to conduct self in a positive and professional manner
Intermediate computer skills including Word, Access (database development), Excel (macros, pivot tables), PowerPoint, Outlook, and Adobe, and a willingness to learn and use OHSU software systems
Proficiency in office technologies, i.e. fax, phone, photo copier, scanner
Knowledge of basic accounting procedures
Preferred
10 years experience providing high level executive support or administrative support
Experience in a university setting
Experience in a medical office
Advanced computer skills including Powerpoint, Word, Access (database development), Excel (macros, pivot tables); ability to create data reports in Epic and Cognos
Company
Oregon Health & Science University
OHSU is a health and research university provides patient care, research, education of the next generation of health care.
10001+ employees
H1B Sponsorship
Oregon Health & Science University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (136)
2024 (132)
2023 (121)
2022 (132)
2021 (109)
2020 (103)
Funding
Current Stage
Late StageTotal Funding
$36.6MKey Investors
U.S. Small Business AdministrationNational Institute of Allergy and Infectious DiseasesHyundai Hope On Wheels
2024-09-25Grant
2022-11-21Grant· $4.7M
2022-09-27Grant· $0.3M
Leadership Team
Tarek Salaway
Chief Executive Officer, OHSU Health
Lawrence Furnstahl
Executive Vice President & Chief Financial Officer
Recent News
2026-01-03
Genetic Engineering News
2026-01-03
2025-12-31
Company data provided by crunchbase