Board Relations Coordinator and Senior Executive Administrator (Executive Assistant, Sr

Board Relations Coordinator and Senior Executive Administrator (Executive Assistant, Sr)

US-OR-Portland

Requisition :

Position Category: Administrative/Office Support

Job Type: Unclassified Administrative

Position Type: Regular Full-Time

Posting Department: President's Office

Posting Salary Range: $77,168 - $123,281 per year, with offer based on experience, education and internal equity

Posting FTE: 1.00

Posting

Schedule:

Monday - Friday

Posting

Hours:

8:00am - 5:00pm

HR Mission: Central Services

Drug Testable: No

Linked In Job Code: #LI-CC1

The President's Office supports the President in providing strategic direction and institutional leadership for OHSU. The office includes the Chief of Staff/Chief Administrative Officer, Chief Financial Officer, Chief People Officer and Provost, and collaborates closely with the broader executive leadership team to advance OHSU's strategic goals. Through coordination of enterprise priorities, governance activities, and key institutional initiatives, the President's Office helps ensure alignment across OHSU's missions and operations.

• Manage, track, organize and oversee complex calendar activities and scheduling of cross-functional meetings for the Chief of Staff (CoS) and Chief Financial Officer (CFO).

• Drafts meeting materials, including Power Points, meeting agendas, briefing documents and correspondence to ensure executives are prepared for meetings.

• Responsible for travel arrangements for CoS and CFO.

• Provides CoS and CFO with complete, accurate and timely information enabling them to make informed judgments/best decisions.

• Assists with event planning for internal and external meetings, including technology set up and support for weekly executive meetings.

• Shares in coverage and greeting guests with other members of the President's office administrative staff.

• Timekeeper for designated staff.

• Arrange VIP parking for guests of President's office, manage and submit expense reports and manage P-card statements.

• Manage and distribute mail for Chief of Staff and Chief Financial Officer.

• Manage CoS meeting details for outside board affiliations, meetings and conferences.

• Manage outside banker/auditor meetings for CFO.

• Responsible for executing the planning and logistics of board and committee meetings, to include:

  • Identifying dates for board and committee meetings;

  • Working closely with Board Secretary on agenda, materials and presenters;

  • Responsible for communicating with presenters and guests on meeting logistics and deadlines for materials;

  • Gathering, production and oversight of pre-meeting materials dockets and create dockets and send board communication and materials, including disbursement under very tight deadlines;

  • Board presentation preparation, ensuring external facing materials follow brand and accessibility guidelines, day of oversight of multi-layered set-up function, board member interaction, tight deadlines, coordination of assistance from Facilities, EdComm, IT, Catering, Parking, others.

  • Responsible for complex arrangements for off-site board meetings and retreats, including contract negotiations and all logistical details.

  • Maintains accurate and up to date database for materials disbursement.

• Manage OHSU Board of Directors calendar and work closely with board committee teams on logistics, dates, correspondence and materials for board committee meetings.

• Responsible for Board of Director travel reimbursements, management of receipts, and submission and tracking of travel reimbursement documents. Confirm and track meeting attendance.

• Responsible for maintaining OHSU Board of Directors manual and OHSU Board onboarding of new board members.

• Responsible for managing Board of Directors email inbox, triaging messages appropriately and consolidating messages for board member review.

• CoS and BoD budgets: reviews invoices and distributes them for payment, generates and reviews GL and expense reports. Approval of purchase orders in Oracle.

• Manages the Art Committee meetings and budget.

• Other duties as assigned.

• Bachelor's degree in relevant field.
• Three (3) years of administrative experience.
• Or equivalent combination of education and experience.
• Strong leadership skills and ability to manage high-pressure, high-stakes situations.
• Demonstrated ability to manage highly confidential materials and make independent decisions.

• Advanced skill with MS Office Suite including Word, Excel, PowerPoint, Visio and Access.

• Working knowledge of standard office equipment including multi-line phones and online meeting platforms.

• Excellent organizational skill, attention to detail, judgment, and discretion.

• Ability to work independently and move projects forward.

• Effective communication skills.

• Skill at working in a dynamic team environment, meeting deadlines, multi-tasking, and establishing priorities.

• Previous experience working in a high-volume, fast-paced executive office.

• Position requires quick thinking and the ability to troubleshoot minor technology glitches…