Administrative Assistant

Oregon Primary Care Association • Portland, OR

3d • $22 - $26 • Hybrid

About The Position

The Oregon Primary Care Association (OPCA) seeks an Administrative Assistant to provide essential administrative, logistical, and project support to OPCA’s Network and Policy teams, as well as to OPCA’s Board of Directors and the ONCHC (Oregon Network of Community Health Centers) Board. This position supports the VP of ONCHC and works closely with the Executive Assistant, serving as the primary backup for Board management, scheduling, meeting coordination, and administrative needs. The Administrative Assistant ensures smooth day-to-day operations across the Network and Policy teams, supports internal and external communications, and contributes to efficient functioning of OPCA’s leadership and governance structures. OPCA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, age, disability, national origin, marital status, veteran status, and any other characteristic protected by applicable federal, state, or local laws. Successful candidates will commit to a respectful and welcoming workplace.

Requirements

• Associate’s degree or equivalent experience.
• Minimum of 1–2 years administrative support experience.
• Experience supporting multiple leaders or departments.
• Fluency in written and spoken English.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Ability to build positive working relationships with staff, members, Board members, and partners.
• High attention to detail and accuracy.
• Ability to anticipate needs, take initiative, and work independently.
• Strong customer service orientation.
• Proficiency with Microsoft Office Suite, Adobe, virtual meeting platforms, and web based applications.
• Ability to maintain confidentiality and handle sensitive information.
• Flexibility, problem-solving skills, and comfort working in a fast paced environment.
• Ability to work with people from diverse backgrounds and experiences.

Responsibilities

• Coordinate administrative functions for the Network and Policy teams through the OPCA management agreement for support with scheduling, communication, and agenda management of project, Board, or committee meetings.
• Perform various project coordinating activities, like schedule tracking, along with administrative duties, like maintaining project and committee documentation, minutes and/or notes, and handling progress queries.
• Provide administrative and project support to Network and Policy leaders, including calendar management, document preparation, meeting coordination and minute taking, attendance tracking, and follow-up tracking.
• Assist with the preparation of materials, presentations, reports, and communications for internal and external audiences.
• Support logistics for department meetings, trainings, webinars, and events, including scheduling, registration, materials preparation, attendance tracking, and minute taking.
• Maintain organized filing systems, shared drives, and knowledge management tools across departments.
• Assist with data entry, tracking, and documentation needs for grants, programs, and departmental initiatives.
• Support internal communication processes, including drafting and distributing updates, reminders, and announcements.
• Provide administrative support to OPCA’s Board of Directors, ONCHC Board of Managers, the ACO Board of Managers, and Board committees in collaboration with the Executive Assistant.
• Assist with scheduling, meeting logistics, agenda preparation, materials distribution, attendance tracking, and minute taking.
• Help maintain Board/member portals, SharePoint sites, and document repositories.
• Assist with planning and logistics for Board events, including retreats, annual meetings, and committee meetings.
• Serve as primary back‑up to the Executive Assistant for Board management, scheduling, and administrative coordination.
• Assist with calendar management for the leadership team as assigned.
• Support preparation of correspondence, memos, letters, and presentations.
• Provides coverage during Executive Assistant absences, ensuring continuity of operations.
• Support planning and logistics for OPCA events, including retreats, member learning groups, workgroups, committees, trainings, and stakeholder meetings.
• Assist with registration, communications, materials preparation, surveys, attendance tracking, and follow-up tasks.
• Coordinate meeting technology needs, including virtual meeting setup, hosting, and troubleshooting.
• Assist with office coordination tasks such as mail distribution, supply tracking, and voicemail coverage as needed.
• Support implementation and maintenance of organizational systems and software tools.
• Provide responsive customer service to OPCA members, partners, and stakeholders.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree