Administrative Assistant, Senior

Job Summary

This position provides advanced administrative support and facilitates efficient operations for the assigned department(s) and its senior leadership by performing a variety of clerical and administrative tasks.

This position provides advanced administrative support and facilitates efficient operations for the assigned department(s) and its senior leadership by performing a variety of clerical and administrative tasks.

This is a hybrid position with the expectation to be in the office 1-2 times/monthly. We are looking for candidates local to Portland Metro.

$28.81 - $35.22

Bonus - SIP Target, 5% Annual

Current Care Oregon Employees:
Please use the internal Workday site to submit an application for this job.

May vary by department:

• Draft, produce, and proofread a variety of correspondence, including documents and emails with minimal oversight.
• Use standard word processing and spreadsheet software to enter and track data, as well as produce documents, spreadsheets, charts and graphs; apply excellent attention to detail.
• Answer calls and respond to inquiries, take messages, or route calls accordingly; serve as an advanced resource for department information and operations.
• Welcome and respond to in-person visitor questions.
• Compile, organize, and submit expense reports and invoices for payment.
• Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Respond to and resolve administrative inquiries and questions, often involving coordination with other departments.
• Coordinate and schedule meetings and appointments as needed.
• Maintain or assist in maintaining calendars for senior leadership with limited or no supervision.
• Coordinate conference calls and multi-stakeholder meetings, including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff and guests as needed.
• Support complex internal and external committees.
• Coordinate information for interviews, hiring and the performance review processes. Prepare agendas and schedules for meetings with minimal supervision; collect, prepare, and distribute appropriate materials for meetings.
• Create or update presentation materials.
• Record, distribute, and store meeting minutes and other meeting materials.
• Coordinate travel arrangements and training needs of department staff.
• Organize and maintain files to assure timely retrieval of information.
• Locate, assemble, edit and summarize material, information and data as requested.
• Request and maintain office supplies and coordinate maintenance of office equipment and facility’s needs.
• Establish and maintain effective working relationships with internal and external contacts.
• Maintain confidentiality of all sensitive information using appropriate discretion and judgment.

• Perform work in alignment with the organization’s mission, vision and values.
• Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
• Strive to meet annual business goals in support of the organization’s strategic goals.
• Adhere to the organization’s policies, procedures and other relevant compliance needs.
• Perform other duties as needed.

• Minimum 3 years’ experience in an administrative role, preferably supporting senior management positions

• Experience working with clinics, healthcare, or health insurance helpful
• SharePoint experience

• Advanced understanding of clerical and operational procedures and systems such as recordkeeping, filing, and department workflows

• Advanced skills in Microsoft Office Suite or related software; project management software may be helpful
• Excellent verbal and written communication skills, including business writing skills
• Strong interpersonal and customer service skills
• Strong grammar, spelling and proofreading skills
• Excellent organizational and record keeping skills; strong…