Exec Assistant Jobs in Portland, OR (NOW HIRING)

Department Overview

This position provides executive administrative support to the Vice President, Chief Nursing Officer for Women and Children's Services and Surgeon-In-Chief, Doernbecher Children's Hospital; with additional support to the Directors of Nursing, Women and Children's Services as needed.

The Senior Executive Assistant provides executive support to the leadership team, managing

complex scheduling priorities and coordinating day-to-day activities for executive leadership. Advises executives of commitments and obligations while arranging group and individual meetings across hospital and university official capacity groups. Works cooperatively and in collaboration with other executive support staff to perform office duties in a confidential manner, providing guidance, training, and support where appropriate.

In addition, the individual in this role must function in a team environment to manage workflow, coordinate and support the following: meeting and committees, strategic; large-scale events advancing mission priorities; recruitment and onboarding of directors and nurse managers; and daily operational needs of Women and Children's Services. 

Function/Duties of Position

High-level executive administrative support to the Vice President, Chief Nursing Officer Women's and Children's Services and Directors of Nursing within Doernbecher Children's Hospital.

• Manage complex scheduling priorities and coordinating day-to-day meetings and activities for executives.
• Communicate time commitments, obligations and schedule conflicts.
• Coordinate travel arrangements, including air, hotel, and ground transportation; and adjust executives' calendar and coordinate travel plans with other parties if needed.
• Manage incoming and outgoing correspondence and inquiries in a timely and accurate manner. This involves routing an inquiry to the correct contact(s) and providing specific information responding to their request.
• Draft and proof written material such as correspondence, presentations, organizational charts, proposals, agreements, contracts.
• Manage office records, both electronic and printed copies following office procedures.
• Serve as a professional point of contact for leadership, physicians, nursing leaders, operational partners, candidates, and external stakeholders.

High-level executive administrative support to the Surgeon-In-Chief, Doernbecher Children's Hospital

• Manage complex scheduling priorities and coordinating day-to-day meetings and activities for executives.
• Communicate time commitments, obligations and schedule conflicts.
• Coordinate travel arrangements, including air, hotel, and ground transportation; and adjust executives' calendar and coordinate travel plans with other parties if needed.
• Track fiscal year credits and ensure professional licensing requirements remain current and compliant.
• Coordinate departmental and operational meetings while supporting scheduling priorities and communication needs.

 Committee, meeting and event support

• Facilitate and support recurring leadership meeting series, including but limited to the Women and Children's Nursing Executive Council (WCNEC); Neonatal Obstetric Safety Regulatory Operations Committee (NOSROC); and Women's & Children's Nursing Operations Council (WCNOC). This involves managing agendas and meeting materials, meeting coordination, attending meetings to prepare meeting summaries and follow-up action items for attendees.
• Facilitate and coordinate VP/CNO quarterly townhalls. This includes coordinating event schedule, room confirmation, attendees' communication and notification, audiovisual support, and catering if needed.
• Other support committee, meeting and event support include creating and formatting presentation slides, agenda, reports, and executive communications to support operational and leadership initiatives.

 Recruitment, Onboarding & HR Support

• Support recruitment and onboarding activities for new hires, travelers, and candidates across DCH departments.
• Coordinate candidate interviews, travel arrangements, hotel accommodation, and interview itineraries for out-of-town applicants.
• Schedule onboarding meetings, introductions, and meet-and-greet sessions for new employees.
• Submit and manage onboarding-related requests, including ePar submissions, IAM access requests, badge requests, and Oregon license requests for travelers.
• Provide administrative HR support, access requests, and onboarding coordination for departmental leaders and staff.

 Department Operations Support

• Coordinate quarterly Women's and Children's Services newsletters with oversight from the VP/CNO Women's and Children's Services.
• Respond and support on-site coordination of regulatory events for DNV accreditation visits, and Oregon Health Authority (OHA) and Centers for Medicare & Medicaid Services (CMS) surveys.
• Maintain and update operational schedules, tracking systems, and shared departmental resources to support day-to-day operations.
• Update SmartWeb with daily Leader on Call (LOC) and Manager on Call (MOC) assignments.
• Maintain DCH Nursing Portal information, including PCS rosters, organizational charts, and department updates.
• Create, update, and maintain organizational charts for DCH Nursing leadership and departments.
• Serve as ITC (IT Contact) for the department by coordinating technology and equipment requests. This involves order and manage laptops, cell phones, monitors, Adobe accounts, and related office technology resources for staff and leadership.
• Coordinate departmental recognition and engagement efforts, including birthdays, employee recognition activities, and Kudoboard creation/distribution.

Financial & Administrative Processing

• Process purchasing and supply orders using departmental PCard accounts for various DCH units and programs, including office equipment, operational supplies, NICU Bereavement Program materials, and Diaper Pantry resources.
• Complete iExpense reimbursement processing and reconciliation for staff and departmental expenses.
• Contribute as a member of the nursing administration administrative team. This involves providing back-up support for other team members as needed and workload allows. 

Required Qualifications

• Bachelor's degree in relevant field
• One (1) year of administrative experience OR equivalent combination of education and experience. Must demonstrate advanced organizational skills and experience handling confidential information.
• Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience.
• Demonstrated professionalism and integrity; skill in exercising tact and good judgment when representing executives and the ability to interact effectively with individuals at all levels of organization.
• Demonstrated intermediate computer skills required, including set-up and use of audio-visual equipment and software and ability to learn and adapt to changing technologies.
• Demonstrated advanced level skill in Microsoft Office 365 applications: specifically Outlook, Word, Excel, PowerPoint, OneNote, SharePoint, Teams and Visio.
• Ability to take and prepare meeting minutes from committee meetings
• Excellent organizational skills and attention to detail to coordinate multiple projects simultaneously.
• Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks to address changing priorities.
• Ability to be flexible in a constantly changing environment as well as being a change agent.
• Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks.
• Excellent interpersonal skills; must be able to communicate effectively and clearly, and have the initiative and ability to work with diverse groups.

Preferred Qualifications

• Proficient experience with Teams and Teams Channels, Webex, SmartSheet, FirstUp applications.

Additional Details

• Work schedule M-F, 8:00 a.m. - 5:00 p.m. but may be required to start as early as 6:30 a.m. or after 5 p.m. with advance notice. This is a hybrid position requiring a set number of in-person days at DCH Administration Office on OHSU Marquam Hill campus, established by the manager.

• Must be able to work on a computer for extended periods, operate office equipment, and able to traverse across campus when doing in-person work; and able to lift 15 lbs.

Why apply to OHSU?We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.eduEmployment Type: FULL_TIME