Senior Executive Assistant

This role provides high-level administrative and strategic support to the CEO of OHSU Health, ensuring effective management of priorities, communications, and executive operations. The Senior Executive Assistant manages complex scheduling, prepares executive-level materials, facilitates leadership meetings, and serves as a key liaison between the CEO, senior leadership, internal collaborators, and external partners. This in-person, on-campus role requires handling highly sensitive information with absolute confidentiality.

Responsibilities

• Manages the CEO’s complex calendar, strategic priorities, and daily workflow to ensure alignment with organizational goals.
• Prepares briefing documents, decision support materials, and executive summaries to facilitate timely and informed decision-making.
• Coordinates travel, logistics, and scheduling for internal and external engagements.
• Composes and/or drafts sensitive and confidential documents, including correspondence, meeting agendas, reports, proposals, agreements, minutes, contracts, and personnel documents.
• Attends staff and committee meetings as directed, recording proceedings as appropriate.
• Drafts, edits, and prepares executive correspondence, presentations, and reports for internal and external stakeholders.
• Serves as a key communication conduit between the CEO, senior leaders, Board members, and community partners, ensuring timely and accurate flow of information.
• Plans and supports executive meetings, leadership retreats, and special events, including developing agendas, assembling materials, and documenting action items.
• Tracks progress on deliverables and ensures accountability across stakeholder groups.
• Assists with event planning for executives and other Hospital Executive Leadership as assigned.
• Reconciles Pcard and processes expense reports.
• Monitors key organizational initiatives, providing administrative oversight and support to ensure progress and alignment.
• Identifies opportunities to streamline operations and improve efficiency within the CEO’s office.
• Partners with executive leaders, HR, and organizational departments to support enterprise priorities.
• Reviews, sorts, and determines disposition of incoming mail for executives; composes and proofs correspondence as needed.
• Organizes and maintains files for the CEO to ensure quick retrieval when required.

Requirements

• Bachelor’s degree in a relevant field or equivalent education and experience.
• Three (3) years of C-suite experience or seven (7) years of executive-level support.

Skills

• Strong leadership skills and ability to manage high-pressure, high-stakes situations.
• Demonstrated ability to manage highly confidential materials and make independent decisions.
• Fully proficient, leaning toward “expert” level in the Microsoft Office suite, with a focus on PowerPoint (eligibility testing may be required).
• Commitment to ethical, effective, and professional job performance with high personal integrity.
• Skill in exercising tact and good judgment when representing the CEO.
• Ability to interact effectively with all levels of the organization.
• Excellent organizational, tracking, and follow-through ability to prioritize and coordinate multiple projects simultaneously.
• Ability to anticipate needs and problems, prioritize tasks, and handle changing priorities.
• Discretion, independent judgment, and professionalism in all interactions and decision-making.
• Ability to build trusted relationships across the system to facilitate collaboration and issue resolution.

Preferred Qualifications

• Experience supporting a healthcare executive.
• Other experience demonstrating related knowledge, skills, and abilities.

Additional Details

• In-person work required at OHSU Marquam Hill campus.
• Office work schedule may require long hours to achieve timely completion of work products.
• Subject to extended computer work as needed.
• Operates in a professional office environment, routinely using standard office equipment.

Benefits

• Healthcare options covered 100% for full-time employees and 88% for dependents.
• $25,000 of term life insurance provided at no cost to the employee.
• Two separate above-market pension plans to choose from.
• Vacation: up to 200 hours per year depending on length of service.
• Sick leave: up to 96 hours per year.
• 8 paid holidays per year.
• Substantial TriMet and C-Tran discounts.