Administrative Assistant, Senior

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 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.

Estimated Hiring Range:$28.81 - $35.22

Bonus Target:

Bonus - SIP Target, 5% Annual Current Care Oregon Employees:
Please use the internal Workday site to submit an application for this job.

-Essential Responsibilities 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.

Organizational Responsibilities 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.

Experience and/or Education Required Minimum  3 years’ experience in an administrative role, preferably supporting senior management positions

Preferred

Experience working with clinics, healthcare, or health insurance helpful

SharePoint experience

Knowledge,

Skills and Abilities

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

Skills and Abilities

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 attention to detail

Ability to effectively manage multiple responsibilities with changing priorities

Ability to take the lead role on special projects

Ability to use good judgment…