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Executive Assistant - HospitalBizTek People • Portland, OR, US
Executive Assistant - Hospital

Executive Assistant - Hospital

BizTek People • Portland, OR, US
30+ days ago
Job type
  • Full-time
Job description

Executive Assistant

Job Type: Contract (12 weeks) Schedule: Full-time, 5x8s (8:00 AM 4:30 PM) Work Setting: Onsite Hospital Position Overview: This role supports a central administrative leadership team within a large, complex organization. The Executive Assistant will manage executive calendars, coordinate logistics, support meetings and events, and handle a variety of administrative functions critical to daily operations.

Key Responsibilities:

  • Manage complex calendars and scheduling priorities for executive leadership
  • Coordinate day-to-day activities and ensure executives are informed of commitments and obligations
  • Arrange meetings with internal leaders and external partners
  • Review and prioritize incoming communications and determine appropriate actions
  • Conduct research and prepare materials, including presentations and reports
  • Provide front desk coverage, including greeting visitors and managing incoming calls
  • Handle incoming and outgoing mail distribution
  • Assist with planning and execution of events, including logistics, catering, and scheduling for visiting guests
  • Coordinate and support executive-level meetings, including agenda preparation, meeting logistics, and documentation
  • Record meeting notes and track follow-up action items
  • Set up A/V equipment and prepare materials for hybrid meetings and presentations

Additional Responsibilities:

  • Coordinate travel arrangements and process expense reports
  • Reconcile corporate purchasing card transactions
  • Provide backup support to other senior executives as needed
  • Contribute to overall administrative team efforts and office operations

Required Qualifications:

  • Proficiency in Microsoft Office applications
  • Experience Requirements (one of the following): Four (4) years of clerical/secretarial experience, including at least one (1) year supporting a senior-level executive OR Associate's degree or certificate in office occupations/technology and three (3) years of secretarial experience OR Bachelor's degree and two (2) years of secretarial experience
  • At least one (1) year of full-time experience supporting senior management at a high-performance level is required
  • Relevant coursework or training in office occupations/technology may substitute for up to one (1) year of experience

Preferred Skills & Attributes:

  • Exceptional organizational and time management skills
  • Strong customer service mindset with responsiveness to time-sensitive requests
  • Ability to manage multiple priorities in a fast-paced environment
  • High attention to detail and accuracy
  • Professional demeanor and strong interpersonal skills
  • Ability to handle confidential information with discretion and sound judgment
  • Self-directed with the ability to work independently with minimal supervision
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Executive Assistant - Hospital • Portland, OR, US

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