Executive Assistant

Executive Assistant

Planned Parenthood Columbia Willamette (PPCW) is hiring an Executive Assistant to support our Chief Medical Operating Officer (CMOO) and Organizational Leadership Team.

Help drive the work behind the work.

This role provides high-level administrative and operational support that enables leadership to focus on strategic priorities, patient care, and organizational impact. You'll serve as a trusted partner to senior leaders, helping coordinate complex projects, manage competing priorities, and ensure critical work moves forward.

At PPCW, you'll be part of a mission-driven organization committed to expanding access to sexual and reproductive health care while supporting teams that provide compassionate, high-quality care throughout Oregon and Southwest Washington.

About the Role

The Executive Assistant serves as a trusted partner to the Chief Medical Operating Officer while also providing administrative and project support to leaders across the organization.

Approximately 70% of the role is dedicated to supporting the CMOO and Patient Services leadership team, with the remaining time supporting members of the Organizational Leadership Team on key organizational initiatives, scheduling, travel coordination, and executive-level administrative functions.

This role goes beyond calendar management and scheduling. You'll help coordinate leadership priorities, manage departmental workplans, prepare presentations and reports, support leadership meetings, track organizational initiatives, and handle sensitive information with professionalism and discretion.

The ideal candidate is highly organized, proactive, adaptable, and comfortable working independently in a fast-paced environment where priorities can shift quickly.

What You'll Do

In this role, you'll help keep leaders, teams, and projects aligned and moving forward.

Key responsibilities include:

• Managing complex calendars, meetings, and travel arrangements for senior leaders
• Preparing agendas, taking meeting minutes, tracking action items, and supporting follow-through
• Coordinating departmental workplans and monitoring project progress
• Creating and refining presentations, reports, newsletters, and leadership communications
• Researching and compiling information to support decision-making and strategic initiatives
• Managing confidential information related to personnel, operations, and organizational matters
• Supporting Organizational Leadership Team members with scheduling, travel, expenses, and meeting coordination
• Identifying opportunities to improve workflows, processes, and organizational effectiveness

You'll work closely with leaders across multiple departments and play an important role in supporting the operational success of Patient Services and the broader organization.

Schedule & Location

This is a full-time position (40 hours/week).

Location: Flanagan Regional Service Center (FRSC), Northeast Portland

Hybrid Schedule:

• On-site at least two days per week (Tuesday plus at least one other day, and as needed for executive support)
• Remaining days may be worked remotely
• Employees are welcome to work on-site more frequently if preferred

Work Hours:

• Monday–Friday
• Schedule determined with supervisor
• Occasional evening and weekend work may be required to support organizational needs.

What We're Looking For

We know great candidates come from a variety of backgrounds. If you're excited about this role, we encourage you to apply—even if you don't meet every qualification.

Required:

• High school diploma or equivalent
• Four years of administrative support experience or an equivalent combination of education and experience
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• Exceptional written and verbal communication skills
• Strong organizational skills and ability to manage multiple competing priorities
• Demonstrated ability to handle sensitive and confidential information with discretion
• Ability to work independently while collaborating effectively across teams

Nice to Have:

• Associate's degree or higher in Business Administration or a related field
• Experience with Asana, Smartsheet, or similar project management tools
• Experience with SharePoint, OneDrive, or similar document management systems
• Experience supporting senior executives or leadership teams
• Healthcare, nonprofit, or mission-driven organization experience

Pay & Growth

• $28.31 – $41.25/hour
• Pay is based on experience and internal equity.
• This role offers the opportunity to work closely with senior leaders, contribute to organizational initiatives, and develop expertise in executive support, project coordination, and healthcare operations.

Benefits & Support

We offer a benefits package that supports your health, stability, and growth:

• Paid time off (up to 4 weeks, increases over time)
• 9 paid holidays
• Medical, dental, and vision insurance for eligible employees
• 403(b) retirement plan with employer matching contributions
• Free, confidential counseling and support (EAP)
• Ongoing professional development and learning opportunities

Application Tips

Please include all relevant work experience on your application and resume. We base offers on the experience shared during the hiring process and are not able to adjust compensation after an offer is made.

Equal Opportunity Employer

Planned Parenthood Columbia Willamette is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other protected characteristic under applicable law.