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Executive Program Assistant Jobs in Oregon (NOW HIRING)

HIV Alliance

Executive & Program Assistant

Eugene, OR · On-site

$22 - $23.32/hr

The Executive and Program Assistant position is pivotal, challengingand multi-focal. This position isjointly supervised by the Executive Director and Senior Program Director andassists with all ...

Willamette Dental

Executive Assistant

Hillsboro, OR · On-site

$69K - $82K/yr

Executive Assistant Hillsboro, Oregon Position Summary The Executive Assistant will provide high ... The Company's PTO program combines vacation and sick leave, which is more generous than Washington ...

Mackenzie Inc.

Executive Assistant

Portland, OR · On-site

$60 - $80/hr

The Executive Assistant serves as a trusted partner to the Board of Directors and the executive ... Support annual Board planning activities, orientation programs, and governance initiatives.

Willamette Dental

Executive Assistant

Hillsboro, OR · On-site

$69K - $82K/yr

Position Summary The Executive Assistant will provide high-level administrative support to ... The Company's PTO program combines vacation and sick leave, which is more generous than Washington ...

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Executive Program Assistant information

What is an executive program assistant?

Executive Program Assistants are professionals who provide administrative and organizational support to executives or senior managers, often within a specific program or department. Their duties typically include scheduling meetings, managing communications, preparing reports, coordinating events, and assisting with project management. They serve as a key point of contact between executives, staff, and external stakeholders, helping ensure the smooth operation of programs. Strong organizational, communication, and multitasking skills are essential for success in this role.

What are the key skills and qualifications needed to thrive as an executive program assistant?

To thrive as an Executive Program Assistant, you need strong organizational, multitasking, and administrative skills, often supported by a bachelor's degree or relevant experience. Familiarity with office software suites, scheduling tools, and project management systems is typically required. Excellent communication, discretion, and problem-solving abilities are crucial soft skills for supporting executives and coordinating complex programs. These skills ensure seamless operations, effective support for leadership, and the successful execution of organizational initiatives.

How does an executive program assistant typically support cross-functional teams within an organization?

Executive Program Assistants are often at the center of cross-functional collaboration, coordinating schedules, preparing meeting materials, and ensuring communication flows smoothly between departments. They may facilitate project timelines, track deliverables, and act as a liaison between executives and various teams. This role requires strong organizational and interpersonal skills, as you'll frequently interact with staff across all levels and must be adept at prioritizing competing demands. Successfully supporting cross-functional teams is key to ensuring that organizational initiatives progress efficiently and on schedule.

What is the difference between Executive Program Assistant vs Administrative Assistant?

AspectExecutive Program AssistantAdministrative Assistant
CredentialsTypically requires relevant experience; certifications are optionalOften requires high school diploma or equivalent; certifications are optional
Work EnvironmentSupports executives and program teams in corporate or nonprofit settingsSupports general office functions across various industries
Employer & Industry UsageCommon in corporate, government, and nonprofit sectors for supporting programs and executives

The main difference is that an Executive Program Assistant focuses on supporting specific programs and executive-level staff, often requiring specialized knowledge and experience. An Administrative Assistant provides broader administrative support across departments. Both roles require strong organizational skills, but the Executive Program Assistant typically works more closely with high-level management on specialized projects.

What are the most commonly searched types of Executive Program jobs in Oregon?

The most popular types of Executive Program jobs in Oregon are:

What cities in Oregon are hiring for Executive Program Assistant jobs?

Cities in Oregon with the most Executive Program Assistant job openings:

Executive Program Assistant jobs near you

Executive & Program Assistant

Eugene, OR • On-site

HIV Alliance
Non-Profits • 51 - 200 employees
Learn more about HIV Allianceexternal

$22 - $23.32/hr

Other

Re-posted 4 days ago

Job description

Department:Administration
ReportsTo:Executive Director and Senior Program Director
PositionType: 1.0 FTE, 40 Hours/Week, Non-Exempt
WorkType: In Person, Not Hybrid/Remote Eligible
SalaryRange: $22.00-23.32 per hour
SalaryNote: Bilingual candidates are eligible for anadditional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary rangeabove.
BenefitsAvailable: Read more at http://hivalliance.org/employment/benefits
AgencyOverview: Read more at https://hivalliance.org/engage/careers-at-hivalliance/
ExternalApplicants: Apply directly through ourwebsite, via the Agency Overview link. All applicants must submit a complete job application, supplementalquestions, and resume via the job portal to be considered.
InternalApplicants: Apply via email, following theemailed application instructions
PositionSummary: The Executive and Program Assistant position is pivotal, challengingand multi-focal. This position isjointly supervised by the Executive Director and Senior Program Director andassists with all aspects of their departments, including Human Resources, Boardof Directors, admin support and special projects. The Assistant is theadministrative support for the agencies 340B program and clinicalprograms.
EssentialFunctions and Responsibilities:
  • Act as the executive assistant for the Executive Director (ED) andSenior Program Director (SPD) in all facets of agency administration,management, development and community relations
  • Provide tools and organization to ensure effective communication withboard of directors.
  • Coordinate setup of board meetings and retreats
  • Assist ED and SPD with coordination and development of critical agencyplans
  • Assist ED and SPD with reports, special projects and correspondence asnecessary
  • Assist ED and SPD with applicant recruiting, screening and onboarding
  • Maintaining official files as designated by the Executive Director
  • Coordinate execution of contracts and critical documents and ensureproper filing
  • Coordinate special projects related to administration and management ofagency
  • Research, design and prepare formal and informal presentations
  • Assist in development of agency policies and procedures
  • Support SPD in healthcare administration tasks including filingcredentialing & insurance applications
  • Assist with preparations of Executive Summaries and other memoranda
  • Represent the agency at various work-related and social functions at thedirection of the ED
  • Maintain sensitive and critical documentation
  • Support ED and SPD led committees including the Employee AdvisoryCommittee
  • Other tasks asassigned, including training/cross-training other staff as needed
RequiredQualifications:
  • 2 years ofrelated administrative experience
  • Preferexperience showing several years of verifiable, progressive responsibility asexecutive/administrative assistant
  • Preferexperience in a healthcare setting
  • Strongorganizational and problem-solving skills with ability to prioritize
  • Capacityto think independently and use mature professional judgment
  • Strongwritten and verbal communication skills
  • Proficiencyin Excel, Adobe Suite, Word and file management in Windows
  • Ability totake initiative and balance multiple tasks simultaneously
  • Able towork with distractions and busy surroundings
  • Able toattend to detail, Record-keeping and file management skills
  • Able topresent professional and pleasant manner at all times with staff, Board andothers
  • Ability towork well with others and handle stress with grace/sense of humor
  • Reliableand consistent attendance
  • Abilityto use personal cell phone to run agency phone system software, MFA, etc.
  • Ability tolearn quickly, willing to ask questions to clarify information and able to getup to speed in short period of time
  • Flexibleto respond to unanticipated needs of Executive Director or Senior ProgramDirector and staff, and re-prioritize work tasks as necessary
  • Capable ofrespecting and maintaining confidentiality in all appropriate agency business
  • Impeccableintegrity and sense of discretion and ability to maintain confidentiality
  • TB test (providedat agency)
  • Valid Oregondriver's license, or valid out of state driver's license with the ability toget an Oregon driver's license within 30 days of establishing residency inOregon, and a driving record sufficient to be covered by agency auto insurancepolicy.
  • Ability to passagency criminal background check
ProfessionalCompetencies:
  • InterpersonalCommunication & Conflict Management (proactivelycommunicates effectively, listens carefully to others, exhibits acceptablestandards of conduct, deals effectively with others in difficult situations,works to reduce tension & conflict)
  • OrganizationalAwareness (takes time to learn about agency culture,policies, and procedures; recognizes and balances the interest and impact ofone's department with those of other departments, programs, and the agency as awhole)
  • Embraces Change(actively identifies problems and opportunities for change, implementssolutions where appropriate, maintains effectiveness & adjusts well whenexperiencing changes in work tasks, environment, processes, and requirements)
  • Living the AgencyVision & Values (demonstrates an understanding ofagency vision and values, keeping the vision and values at the forefront ofdecision making)
  • Client &Customer Focused (keeps client and customer needsa primary focus; develops and sustains productive relationships with clients,customers, & partners)
  • Valuing Diversity(appreciates and leverages the capabilities, insights, & ideas of allindividuals; works effectively with individuals of diverse style, ability,& motivation)
PhysicalDemands:
While performingthe duties of this job, the employee is required to
  • Repetitively usehands, including grasping, twisting/turning of wrists, and finger dexterity toperform various necessary clerical duties, such as typing and writing.
  • Frequently usearms, such as pushing & pulling to open/close drawers, cabinets, etc.
  • Sit and/or standfor extended periods of time at an assigned station
  • Bend, stand,& reach to be able to transport clients and to lift and carry up to 25pounds for tasks such as building kits & assembling testing/educationalmaterials.
  • Use continuousclarity of vision at 20 inches or less for processing of paperwork
The physicaldemands described above here are representative of those that must be met by anemployee to successfully perform the essential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions of thejob.
WorkingConditions, Travel, and Environment:
The duties ofthis job require individuals to be able to work in non-traditional andcommunity-based settings. Additionally,the duties of this job include travel to other locations necessary to completeessential job functions, including the ability to transport self to job-relatedevents and locations. This role requires regular reliable attendance, including:
  • Ability to workflexible hours, including early mornings, evenings, and weekends
  • Ability to work aminimum of 5 days per week for 40 hours per week
  • Ability to workin loud, crowded, busy, or escalated environments
  • Ability to driveat night and during various weather conditions safely

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