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Administrative Jobs in Portland, OR

Executive Assistant - Hospital

BizTek People, Inc. | APA International Placement Consultants

Portland, OR

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JOB DETAILS
SKILLS
Administrative Skills, Audiovisual, Calendar Management, Catering Services, Customer Support/Service, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , Expense Reports, Hospital, Interpersonal Skills, Leadership, Logistics, Mail Processing, Meeting Minutes, Multitasking, Operations, PCard Transaction, Plan Meetings, Research Skills, Telephone Skills, Time Management, Travel Planning
LOCATION
Portland, OR
POSTED
1 day ago
Job Description
Job Title: 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
  • Additionally:
  • 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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About the Company

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BizTek People, Inc. | APA International Placement Consultants

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