Executive Assistant at Oregon Health & Science University in Portland, Oregon

Job Description:

Oregon Health & Science University

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.


Executive Assistant

US-OR-Portland

Job ID: 2024-32355
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Office Support
Portland, OR (Waterfront)

Overview

• Executive Assistance: Executive level support for Dr. Rosalie Sears: anticipates needs as they arise; manages complex and dynamic calendar; makes and confirms meeting and travel arrangements and generates itineraries with details; processes reimbursement requests both from OHSU and from outside institutions meeting institutional deadlines; maintains CV and related documents
• Center Meetings: Under BCCPC leadership direction, sets up regular Center meetings that incorporate both internal and external constituencies and collaborators, including grant project team meetings, biannual External Advisory Board and quarterly Program Leader meetings, and monthly strategy and staff meetings:
  • Determines dates and times that work for key participants, coordinating closely with other faculty support staff, and rescheduling as necessary
  • Sends calendar invitations and tracks attendance
  • Coordinates with EdComm for remote participation and recording set-up or other required AV services
  • Identifies and reserves meeting rooms
  • Orders, receives delivery of, and sets up catering
  • Often serves as on-site coordinator and troubleshooter
• Communications: Regularly monitors the Center’s general email in-box for time-sensitive inquiries and directs them to appropriate party; assists with Center participation in occasional community events and production of professional conferences
• Visitor Coordination: Coordinates visits to OHSU for invited guest speakers, faculty recruitment candidates, and outside experts:
  • Schedules visit and coordinates logistics (lodging, travel, etc.)
  • Creates visit itinerary, including seminars, one-on-one meetings, trainee lunches and faculty dinners
  • Arranges space reservations, catering and A/V services
  • Serves as escort during guest visits
  • Arranges expense reimbursements and/or honorarium payments
  • Works in collaboration with counterparts in other OHSU departments for co-hosted visitors
• Financial: Reconciles Center P-Card accounts meeting institutional deadlines; submits disbursement requests for external visitors; submits Center staff travel reimbursements; advises affiliated staff/trainees on travel arrangements and reimbursement requests

Responsibilities

• Four years of secretarial or executive assistant experience; OR
• An Associate’s degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR
• A Bachelor’s degree and two years of secretarial or executive assistant experience; OR
• An equivalent combination of training and experience.

• Minimum 2 years of the secretarial or executive assistant experience should include demonstrated proficiency in:

  • providing executive level support and supporting a team, including managing complex and changing calendars;
  • setting up AV support and catering for meetings;
  • arranging and documenting travel bookings (including international) and reimbursements

• Proficient user of MS Word and basic Excel. Excellent command of MS Outlook, SharePoint and Teams. May be required to take skills assessment.

• Demonstrated ability to work effectively and cooperatively within a team.

• Demonstrated time management, organizational, communication, technology, and problem-solving skills.

Qualifications

• Bachelor’s degree.

• Knowledge of Oracle, 25Live, Cisco Meeting (Webex), Adobe Acrobat Pro.

PI255411098

Apply Now