Personal Assistant

VigorCare Pediatric Services; Portland (OR); On-site; USD 48,000 - 65,000; Full time

Job summary

VigorCare Pediatric Services in Portland, OR is seeking a highly organized Personal Assistant to provide administrative support to an executive. You will manage calendars, coordinate travel, handle correspondence, and prepare materials.

The role requires discretion, strong communication, attention to detail, and the ability to adapt to changing priorities while protecting confidential information. You will build trusted relationships and help keep daily operations running smoothly.

Qualifications

• Experience as Personal Assistant or Executive Assistant.
• Strong written and verbal communication.
• Attention to detail and confidentiality.
• Ability to prioritize and meet deadlines.

Responsibilities

• Manage calendars and scheduling; resolve conflicts.
• Coordinate domestic travel arrangements.
• Handle correspondence and prepare responses.
• Prepare meeting materials and briefings.
• Track tasks and deadlines; follow up.
• Maintain organized records and documents.
• Process expenses and invoices.

Skills

Communication skills

Calendar management

Organization

Time management

Discretion

Multitasking

Education

Administrative training

Tools

G Suite

Microsoft Office

Video conferencing

Job description

We're seeking a highly organized, discreet, and proactive Personal Assistant to provide reliable administrative and organizational support to [executive, manager, or principal]. The successful candidate will help manage daily priorities, coordinate schedules and logistics, handle correspondence, and ensure that routine tasks are completed efficiently and professionally.

This role requires sound judgment, excellent communication, strong attention to detail, and the ability to manage changing priorities while protecting confidential information. The ideal candidate anticipates needs, follows through on commitments, and builds trusted working relationships.

Key Responsibilities

• Manage calendars, appointments, meetings, and reminders, resolving scheduling conflicts as needed.
• Coordinate travel arrangements, including transportation, accommodation, itineraries, and required travel documents.
• Monitor and organize email, phone calls, messages, and other correspondence; draft or prepare responses when authorized.
• Prepare meeting materials, agendas, briefing notes, presentations, and follow-up lists.
• Track tasks, deadlines, commitments, and personal or professional projects; follow up to support timely completion.
• Arrange meetings, events, appointments, meals, and other engagements, including booking venues and coordinating participants.
• Handle personal and administrative errands, such as submitting forms, collecting items, managing deliveries, and making reservations.
• Maintain organized electronic and physical records, contacts, receipts, and other relevant documents.
• Process expense reports, invoices, reimbursements, and payment requests in accordance with established procedures.
• Liaise professionally with employees, clients, service providers, family members, and other contacts as appropriate.
• Research requested information, services, suppliers, or options and provide clear summaries or recommendations.
• Identify potential scheduling or logistical issues early and suggest practical solutions.
• Treat all personal, business, financial, and organizational information with discretion and confidentiality.
• Perform additional administrative duties as required to support the smooth running of daily activities.

Required Qualifications

• Previous experience in a Personal Assistant, Executive Assistant, administrative, or coordination role.
• Excellent written and verbal communication skills.
• Strong calendar management, organization, and time-management abilities.
• Proficiency with common office and productivity tools, such as email, calendars, word processing, spreadsheets, and video-conferencing platforms.
• High accuracy and attention to detail when managing schedules, records, and documents.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Sound judgment and the ability to handle sensitive information confidentially.
• Professional, courteous communication with a wide range of people.
• A dependable, service-oriented approach and a willingness to take initiative.

Preferred Qualifications

• Experience supporting a senior executive, business owner, professional, or private individual.
• Experience coordinating domestic or international travel.
• Familiarity with expense-management, booking, task-management, or document-sharing platforms.
• Experience arranging events, appointments, or complex schedules.
• Relevant administrative training, certification, or education.

Key Skills and Attributes

• Discretion and integrity
• Proactive problem-solving
• Flexibility and calmness under pressure
• Clear communication and active listening
• Strong follow-through and accountability
• Adaptability when plans or priorities change
• Professionalism and sound interpersonal judgment

Working Arrangements

This role may involve occasional schedule changes, time-sensitive requests, local travel, or work outside standard business hours, depending on the needs of the person being supported. Any expected availability requirements should be discussed and clearly defined during recruitment.

What Success Looks Like

Success in this role means enabling the person being supported to use their time effectively and stay focused on key priorities. You'll maintain accurate schedules and records, anticipate logistical needs, communicate clearly, handle confidential information responsibly, and ensure that assigned tasks are followed through reliably.