Executive Assistant 2

Executive Assistant PositionThis position provides executive administrative support to the Center Director and Associate Director for Research and works closely with the Directors Office Project Manager. The role is integral to the smooth functioning of the Directors office providing overall administrative support, strategic support for meetings, internal communications, as well as special projects.The Executive Assistant provides confidential, administrative, communications, and project coordination support to the ONPRC Director and Associate Director for Research. Serving as a key member of the Director's Office, this position supports leadership initiatives through executive administration, committee and meeting coordination, internal communications management, project support, and operational activities. This position would require start and end times outside of regular business hours on occasion. The role requires exceptional organizational, communication, and relationship-management skills, along with the ability to exercise sound judgment, maintain confidentiality, manage competing priorities, and anticipate leadership needs. The Executive Assistant directly reports to the ONPRC Director, supports the Associate Director for Research, and works closely with the Director's Office Project Manager on day-to-day activities. This position also collaborates with ONPRC leadership, faculty, staff, OHSU departments, and external stakeholders to advance Center priorities and ensure efficient office operations.Executive Administrative SupportManage complex calendars, schedules, and appointments, ensuring alignment with leadership priorities and resolving scheduling conflicts proactively.Coordinate individual and group meetings with ONPRC leadership, faculty, staff, OHSU officials, external collaborators, and research stakeholders.Prepare and manage travel itineraries, expense reimbursements, purchasing activities, P-card reconciliation, requisitions, and related administrative transactions.Manage incoming and outgoing correspondence, inquiries, and requests, exercising judgment in prioritization, routing, and response coordination.Draft, edit, proofread, format, distribute, and archive correspondence, presentations, reports, organizational documents, agreements, personnel materials, and other executive communications.Maintain organized electronic and physical records, files, and administrative systems for the Director's Office.Manage facilities and technology support requests for the Director and Director's Office, including submission, tracking and resolution.Support personnel and onboarding processes for director's direct reports, including coordination of HR-related actions and new employee orientation activities on behalf of the Director and in coordination with the HR Business Partner.Serve as a professional and effective liaison between leadership and internal and external stakeholders while maintaining strict confidentiality.Committee and Leadership Meeting CoordinationManage logistics and administrative support for executive, scientific, operational, and strategic planning committees and task forces.Develop agendas, coordinate meeting materials, distribute notices, schedule participants, document meeting minutes, track action items, and facilitate follow-up activities.Coordinate virtual and in-person meetings, including meeting technology, audiovisual support, room reservations, catering, and presentation management.Maintain records of committee activities, decisions, and action items to support accountability and continuity.Attend meetings as assigned to support leadership initiatives and ensure effective communication and project follow-through.Support planning and execution of leadership meetings, scientific retreats, advisory board meetings, site visits, faculty recruitment activities, and other Center-sponsored events.Internal Communications and EngagementBuild and maintain productive working relationships with leadership, faculty, staff, project teams, and administrative partners across ONPRC and OHSU.Serve as a primary point of contact for Director's Office internal communications, including meeting communications, Teams channels, SharePoint resources, and leadership messaging.Coordinate, develop, edit, and distribute the Director's Office e-newsletter and other Center-wide communications.Collaborate with leadership and project stakeholders to communicate strategic initiatives, organizational updates, project milestones, policy changes, and operational improvements.Draft communications and leadership messages on behalf of Center leadership to promote awareness, engagement, and alignment across the organization.Assist Project Manager with managing updates to digital communication platforms, including website content, collaboration sites, surveys, and information displays.Partner with Project Manager/PIO and communications stakeholders to support Center communication strategies and initiatives.Project Coordination and Operational SupportCoordinate and support special projects from planning through implementation, monitoring progress, milestones, deliverables, and deadlines.Assist leadership and the Project Manager with project tracking, status reporting, communication activities, and documentation.Facilitate collaboration among cross-functional teams to support strategic priorities and operational objectives.Create surveys, collect and analyze information, and prepare reports to support organizational decision-making and continuous improvement efforts.Identify opportunities to improve administrative processes, communication workflows, meeting practices, and office systems to enhance efficiency and effectiveness.Support grant-related activities and other Center-wide initiatives as assigned.Perform additional duties and special assignments as requested to support Director's Office operations and Center priorities.Required QualificationsBachelor's degree in relevant field; AND 1 year of executive assistant experience. OR Equivalent combination of education and experience.Skills and AbilitiesProven ability to support senior-level executives or organizational leaders in a complex environment.Must demonstrate advanced organizational skills and experience handling confidential information.Coordinating hybrid, and virtual meetings, collaboration platforms, and office technologies.Demonstrated project coordination and ability to manage multiple priorities simultaneously.Excellent verbal and written communication skills.Experience establishing and maintaining effective working relationships with individuals from a variety of educational and professional backgrounds.Ability to competently use computer hardware and software, including proficiency with Microsoft Office products (Word, Excel, Outlook, Teams and PowerPoint); able to generate and run reports and database inquiries.Demonstrated ability to perform data entry of both text and numerical information with high level of accuracyExpert and attentive customer service skills, both verbal and written, including professionalism, discretion and sound judgement.Ability to compile, organize, analyze, and present information to diverse stakeholdersExceptional organizational skills and attention to detail is a must, including the ability to track multiple tasks and projects through various stages of development and implementationAbility to work independently with minimal direction, also as a departmental support team member.Preferred QualificationsFour years of executive assistant experience.Experience supporting academic, research, healthcare, or scientific organizations.Experience with WebEx, SharePoint, Smartsheet, survey tools, and project management software.Experience coordinating grants, scientific meetings, advisory boards, or faculty recruitment activities.Experience supporting organizational communications, newsletters, or website content management.Additional DetailsRegular work schedule Monday-Friday in a busy environment with frequent interruptions by staff requesting assistance and information. Occasional flexibility in work schedule to meet workflow demands. This position works physically on campus and may work remotely occasionally or a hybrid model within 6-12 months of employment with the approval of the supervisor.BenefitsHealthcare for full-time employees covered 100% and 88% for dependents.$50K of term life insurance provided at no cost to the employee.Two separate above market pension plans to choose from.Paid time off - 208 hours per year, prorated for part-time.Extended illness bank - 64 hours per year, prorated for part-time.9 paid holidays per year.Substantial Tri-Met and C-Tran discounts.Employee Assistance Program.Childcare service discounts.Tuition reimbursement.Employee discounts to local and major businesses.Why Apply To OHSU?We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual