Administrative Assistant, Senior

This position provides advanced administrative support and facilitates efficient operations for the assigned department(s) and its senior leadership by performing a variety of clerical and administrative tasks. This is a hybrid role with the expectation to be in the office 1-2 times per month. Candidates must be local to the Portland Metro area.

Responsibilities

• Draft, produce, and proofread a variety of correspondence, including documents and emails with minimal oversight.
• Use standard word processing and spreadsheet software to enter and track data, as well as produce documents, spreadsheets, charts, and graphs; apply excellent attention to detail.
• Answer calls and respond to inquiries, take messages, or route calls accordingly; serve as an advanced resource for department information and operations.
• Welcome and respond to in-person visitor questions.
• Compile, organize, and submit expense reports and invoices for payment.
• Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Respond to and resolve administrative inquiries and questions, often involving coordination with other departments.
• Coordinate and schedule meetings and appointments as needed.
• Maintain or assist in maintaining calendars for senior leadership with limited or no supervision.
• Coordinate conference calls and multi-stakeholder meetings, including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff and guests as needed.
• Support complex internal and external committees.
• Coordinate information for interviews, hiring, and the performance review processes.
• Prepare agendas and schedules for meetings with minimal supervision; collect, prepare, and distribute appropriate materials for meetings.
• Create or update presentation materials.
• Record, distribute, and store meeting minutes and other meeting materials.
• Coordinate travel arrangements and training needs of department staff.
• Organize and maintain files to assure timely retrieval of information.
• Locate, assemble, edit, and summarize material, information, and data as requested.
• Request and maintain office supplies and coordinate maintenance of office equipment and facility needs.
• Establish and maintain effective working relationships with internal and external contacts.
• Maintain confidentiality of all sensitive information using appropriate discretion and judgment.
• Perform work in alignment with the organization’s mission, vision, and values.
• Support the organization’s commitment to equity, diversity, and inclusion by fostering a culture of open-mindedness, cultural awareness, compassion, and respect for all individuals.
• Strive to meet annual business goals in support of the organization’s strategic goals.
• Adhere to the organization’s policies, procedures, and other relevant compliance needs.
• Perform other duties as needed.

Requirements

• Minimum 3 years’ experience in an administrative role, preferably supporting senior management positions.
• Preferred experience working with clinics, healthcare, or health insurance.
• SharePoint experience.

Skills

• Advanced understanding of clerical and operational procedures and systems such as recordkeeping, filing, and department workflows.
• Advanced skills in Microsoft Office Suite or related software; project management software may be helpful.
• Excellent verbal and written communication skills, including business writing skills.
• Strong interpersonal and customer service skills.
• Strong grammar, spelling, and proofreading skills.
• Excellent organizational and record-keeping skills; strong attention to detail.
• Ability to effectively manage multiple responsibilities with changing priorities.
• Ability to take the lead role on special projects.
• Ability to use good judgment and take initiative, with minimal supervision.
• Ability to work independently and collaboratively, including problem-solving abilities.
• Ability to anticipate, prepare for, and meet deadlines.
• Ability to interact with a variety of internal and external customers.
• Ability to build and maintain effective working relationships.
• Ability to work in an environment with diverse individuals and groups.
• Ability to learn, focus, understand, and evaluate information and determine appropriate actions.
• Ability to accept direction and feedback, as well as tolerate and manage stress.
• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day.
• Ability to hear and speak clearly for at least 3-6 hours/day.

Working Conditions

• Indoor/Office environment.
• Not member/patient-facing.
• Hazards may include physical and ergonomic hazards.
• Use of general office equipment.
• Occasional required or optional travel outside of the workplace; personal vehicle, local transit, or other means of transportation may be used.
• Hybrid work location with expectation to work from home.

Pay

Estimated hiring range: $28.81 - $35.22 per hour.

Bonus target: 5% annual SIP (Success Incentive Plan) target.

Benefits

• Competitive pay and bonus opportunity.
• Comprehensive benefits package for eligible employees, including:
  • Medical, dental, vision, life, AD&D, and disability insurance.
  • Health savings account (HSA) and flexible spending account(s) (FSA).
  • Lifestyle spending account.
  • Employee assistance program (EAP) and wellness program.
  • Discounts and multiple supplemental benefits (e.g., voluntary life, critical illness, accident, hospital indemnity, identity theft protection, pre-tax parking, pet insurance, 529 College Savings, etc.).
• Strong retirement plan with employer contributions.
• Paid time off (PTO) and paid state sick time accrual based on hours worked/scheduled hours and primary work state.
• Paid holidays, volunteer time, jury duty, and bereavement leave, depending on eligibility.
• Non-benefits eligible employees receive 401(k) contributions, paid state sick time, wellness, and EAP benefits, along with other perks.