Healthcare Administrative Assistant

Job Description

Job Description

Important Notes

• Onsite interview required.
• High-priority backfill position.
• Candidates must be fully committed to accepting the role if offered.
• Strong proficiency with Microsoft Office applications is required.

Position Overview

We are seeking a highly polished and professional Executive Assistant to provide comprehensive administrative support to executive leadership within the School of Medicine and OHSU Health.

This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced healthcare and academic environment. The ideal candidate will have experience supporting senior executives, managing complex calendars, coordinating meetings and events, and handling confidential information with professionalism and sound judgment.

Key Responsibilities

Executive Support & Calendar Management

• Manage complex executive calendars, scheduling priorities, and daily activities.
• Coordinate meetings with hospital leadership, university officials, physicians, and external partners.
• Monitor executive commitments, deadlines, and obligations.
• Arrange travel accommodations and itineraries.
• Prepare and process expense reports and purchasing card reconciliations.
• Review, prioritize, and route incoming correspondence and communications.
• Research information and prepare reports, presentations, and PowerPoint materials for executive leadership.

Administrative Support

• Provide front desk coverage and serve as a professional point of contact for visitors and guests.
• Answer and direct incoming calls.
• Manage incoming and outgoing mail and office correspondence.
• Coordinate logistics for executive visits, meetings, and special events.
• Arrange catering, meeting rooms, invitations, and guest schedules.

Meeting & Committee Coordination

• Coordinate executive meetings, committees, and leadership forums.
• Prepare agendas, meeting materials, notices, and presentations.
• Record meeting notes and track follow-up action items.
• Coordinate logistics for hybrid and in-person meetings.
• Set up and troubleshoot audiovisual equipment and presentation technology.
• Distribute meeting materials electronically and maintain records as needed.

Required Qualifications

One of the following combinations is required:

• Four years of clerical or secretarial experience, including at least one year supporting senior-level executives;

OR

• Associate Degree or Certificate in Office Administration, Office Technology, or a related field plus three years of secretarial experience;

OR

• Bachelor's Degree plus two years of secretarial experience.

Additionally:

• At least one year of experience supporting senior management using advanced organizational and administrative skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong calendar management and executive support experience.

Preferred Skills

• Executive-level scheduling and coordination.
• Event planning and meeting logistics.
• Travel coordination and expense management.
• Presentation development and document preparation.
• Professional verbal and written communication.
• Customer service and stakeholder engagement.
• Ability to maintain confidentiality and exercise sound judgment.

Ideal Candidate

The successful candidate will be:

• Highly organized and detail-oriented.
• Able to manage competing priorities and deadlines.
• Comfortable working independently with minimal supervision.
• Professional, polished, and customer-focused.
• Experienced handling sensitive and confidential information.
• Adaptable in a dynamic and fast-paced environment.