Oregon Health & Science University · 8 hours ago
Executive Assistant
Portland, OR
Full-time
Hybrid
Mid Level
3+ years expOregon Health & Science University is a leading institution dedicated to health and science, seeking an Executive Assistant to provide comprehensive support to executive-level directors and the Chief Nursing Officer. The role involves managing complex scheduling, coordinating recruitment and onboarding processes, and supporting various committees and special projects.
EducationHealth CareUniversities
Responsibilities
Manages complex scheduling priorities and coordinates day-to-day activities for executives
Advises executives of commitments and obligations
Arranges group and individual meetings with hospital and university officials, other area health care providers, physicians and nurses, consultants, etc
Reviews and sorts incoming mail for executives. Determines disposition of written communications
Research information required for directors projects, prepare and design documents for PowerPoint presentations
Provide support to committees including organization, production of minutes and follow up on related projects
Responsible for arrangements of various special activities/events such as workshops, retreats, dinners, monitoring of travel accounts, and conferences with follow up as assigned
Transcribe dictation of confidential, technical and/or legal nature and transcribe notes from meetings and conferences
Track and maintain approved nurse staffing plans in departmental, organizational, and state databases
Provide recruitment support for positions that report to directors and CNO/VP, including arranging interview process, scheduling, travel, relocation and onboarding for new employees
Processes Personnel Action (PA), new hire (ePAR), and other HRE action requests
Processes access requests for new employees as appropriate
Composes, edits and proofs correspondence and other documents for approval of the directors and CNO/VP
Support Nursing Administration’s financial, operational, and administrative processes (i.e., P-Card, Oracle, disbursements/ honorariums, payments, etc.)
Prepares and types reports, proposals, etc., often dealing with material that is of a sensitive and confidential nature
Prepares and processes necessary paperwork for travel and conference arrangements, personnel changes, contracts, disbursements, supplies and services
Works cooperatively and in collaboration with other executive support staff to perform various office duties/projects as assigned and coordinate workflows of shared projects
General support such as answering main telephone line, distributing mail, maintaining attendance/payroll forms for work unit
Provides backup administrative support for other directors and executives during vacations and emergencies
Provide departmental technical support (troubleshooting technical difficulties, submitting service tickets)
Onboarding set-up (i.e. phone, computer, email, copy codes, etc.)
Order new equipment/software
Maintain department technology inventory
Attend mandatory ITC group monthly meetings and update department as needed
Maintain X: Drive/Box folders and requesting access/removal for department as advised by directors and/or CNO/VP
Other duties as assigned
Qualification
Required
Four years clerical/secretarial experience, which includes one year of work for a senior level executive utilizing highly developed organizational skills; OR
Associates Degree or certificate in office occupations or office technology and three years of secretarial experience OR
A Bachelor's degree and two years of secretarial experience
One year of full time work or equivalent must have been working for senior management 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
Advanced level skills in all Microsoft Office applications, including Publisher, Excel, Power Point, Word and Visio
Demonstrated experience with computerized scheduling (Outlook or equivalent)
Schedule flexibility within the hours of 7am-6pm Monday-Friday
Skill in exercising tact and good judgment
Ability to interact effectively with all levels of organization
Excellent organizational, tracking, and follow-through ability in prioritizing and coordinating multiple projects simultaneously
Ability to anticipate needs and problems, to prioritize tasks, and to handle multiple changing priorities
Preferred
Experience coordinating or managing projects
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
News-Medical.Net
2026-01-16
Company data provided by crunchbase