Sr Executive Assistant

BizTek People; Portland (OR); Remote; USD 40,000 - 60,000; Full time

Job summary

A healthcare client in Portland is hiring for a contract administrative support position. The role includes managing schedules, drafting confidential documents, and collaborating with other staff to ensure smooth office operations. Ideal candidates should have strong organizational skills and experience supporting senior executives.

Qualifications

• Four years’ clerical/secretarial experience including senior level support.
• Experience in ethical and professional behavior compliance.
• Courses or training in office technology can substitute experience.

Responsibilities

• Manage complex scheduling priorities and coordinate activities for executives.
• Draft documents including correspondence and reports.
• Provide backup support during vacations and emergencies.

Skills

Organizational skills

Communication

Compliance knowledge

Education

Associate’s degree or certificate in office occupations

Bachelor’s degree

Job description

18 weeks contract position with a Healthcare client in Portland OR - 90% remote, local candidates only

Job Description

Provides proactive administrative support to the Sr. Vice President, Chief Medical Officer as well as the Associate Chief Medical Officer. Assists with various programs and projects as assigned in addition to administrative duties as assigned.

1.Manages complex scheduling priorities and coordinates day-to-day activities for multiple executives. Advises executives of commitments and obligations. Arranges group and individual meetings with hospital and university officials, board members, donors and community.

2. Composes and/or drafts a variety of documents, many of sensitive and confidential nature, including correspondence, meeting agendas, organizational charts, reports, proposals, and personnel documents. Attends staff and committee meetings as directed, recording proceedings as appropriate and acting as a project manager for the committees.

3. Greets guests upon arrival. Reviews and sorts incoming mail for executive. Determines disposition of written communications. Furnishes information required for reply to correspondence and other materials. Composes, edits and proofs correspondence and other documents as needed. Organizes and maintains files.

4.Works cooperatively and in collaboration with other executive support staff to perform various office duties and projects as assigned (e.g. answering main telephone line, maintaining conference room, distributing mail, greeting visitors, maintaining office supplies), as needed. Provides backup administrative support for executives and other administrative staff during vacations and emergency situations.

5.Compliance. Employee carries out job responsibilities in an ethical, effective and professional manner. Reports potential compliance problems using the reporting processes as outlined in the Code of Conduct. Models ethical and appropriate behavior, professional standards, compliance and personal integrity. Participates in training programs. Understands and complies with the Code of conduct and departmental policies and procedures, applicable rules, regulations, etc.

Required Education/Experience:

Four years’ clerical/secretarial experience, which includes one year of 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 clerical/secretarial experience.

*No substitution will be made for the one year experience at the full performance level.