Senior Executive Assistant (Executive Assistant 3)

Department Overview:

The OHSU Knight Cancer Institute is an internationally recognized leader in cancer research and care, powered by a historic $2 billion gift from Phil and Penny Knight. With a bold mission to revolutionize cancer prevention, detection, and treatment, we offer an environment where innovation thrives, collaboration is central, and your work can have a lasting impact. The institute cultivates a welcoming and supportive environment for caregivers, researchers, and support personnel. Knight affiliates subscribe to three guiding principles: we are bold, we are supportive, and we work as a connected team in our fight to end cancer as we know it.

Function/Duties of Position:

This position leverages advanced technical and administrative skills to provide direct executive-level administrative support within the Knight Cancer Group.

 

This Senior Executive Assistant:  

• manages a heavy, complex, and ever-changing schedule, using excellent judgment to prioritize appointments;
• monitors all communication, managing as much as possible, drafting replies as appropriate, and staying appraised of the executive's evolving priorities;
• coordinates travel, working with event organizers, booking flights and hotels, keeping track of all pertinent details for inclusion in itineraries, processing reimbursements through appropriate sources, and ensuring that reimbursements are received;
• plans small- and large-scale internal and external meetings and events, including identifying appropriate venue and needs (catering, AV, agenda) and seamlessly executing;
• ensures that all customers receive exceptional customer service;
• performs other duties as assigned.

This position has access to highly confidential information and requires the utmost discretion. A high level of attention to detail, commitment to high-quality work, polished writing skills, critical thinking, prioritization, independence, and flexibility are essential. The Senior Executive Assistant must be able to work independently, collaboratively, and resourcefully to achieve goals and solve problems. Demonstrating tact and diplomacy is essential to maintaining effective working relationships with a wide range of internal and external customers. The position is demanding, the workload is heavy, and expectations are high.

Required Qualifications:

Education and experience: 

• Four years of secretarial or executive assistant experience OR
• An Associate's degree or certificate in office occupations or office technology AND three years of secretarial or executive assistant experience OR
• A Bachelor’s degree and two years of secretarial or executive assistant experience OR
• An equivalent combination of training and experience

Note: Secretarial or executive support experience must include one year of work for a senior-level executive utilizing highly developed organizational skills; OR two years of full-time work (or equivalent) providing administrative support to a senior-level executive utilizing highly developed organizational skills.

 

Knowledge, skills, and abilities: 

• Must demonstrate advanced organizational skills and experience handling confidential information
• Ability to maintain strict confidentiality
• Ability to demonstrate tact, diplomacy, and excellent judgment in representing the Executive, the Knight Cancer Institute, and OHSU, to maintain effective working relationships with all customers
• Experience with managing a busy executive’s calendar, including weighing competing priorities and collaboratively working with others to identify times for meetings while protecting the executive’s time
• Ability to prioritize and complete a high volume of tasks and projects by deadline
• Experience with meeting and event planning
• Excellent communication skills, verbal and written
• Exemplary writing and editing skills
• Excellent analytical and organizational skills
• Ability to work independently, be self-motivated, and resourceful
• Ability to work effectively with a team and diverse individuals and groups at all levels of an organization
• Demonstrable record of reliable attendance, punctuality, and exceptional performance in prior positions
• Demonstrated Proficiency with MS Office (Word, Excel, Outlook, and PowerPoint)

Every Knight Cancer employee is expected to embody our guiding principles: 

• We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
• We SUPPORT each other—Respect leads to trust, which leads to excellence
• We work as a CONNECTED team—We must leverage our collective brain power to conquer cancer because no one individual can do it alone

Preferred Qualifications:

• Four years of experience supporting a high-level executive(s)
• Oncology experience
• Proficiency with Access, Adobe Professional, Photoshop, Illustrator, EndNote, Oracle, and HHMI P2P
• Oracle experience, including iExpense

Additional Details:

Apply online. Please be sure to upload a Cover Letter and Resume/CV.

 

We offer a variety of benefits on top of joining a thriving organization:

• Medical, dental and vision coverage at no or low cost to employees
  • Covered 100% for full-time employees and 88% for dependents
• Several retirement plans to choose from with contributions from OHSU
• 25 days a year of paid time off
• 8 days of sick time off
• Commuter subsidies
• Tuition reimbursement
• Access to group life insurance, disability insurance and other supplemental benefits
• Annual Merit Increase
• Growth/Development Opportunities
• Employee discounts to local and major businesses

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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 orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu