Executive Assistant

Planned Parenthood Columbia Willamette • Portland, OR

2d • Hybrid

About The Position

The Executive Assistant serves as a trusted partner to the Chief Medical Operating Officer while also providing administrative and project support to leaders across the organization. Approximately 70% of the role is dedicated to supporting the CMOO and Patient Services leadership team, with the remaining time supporting members of the Organizational Leadership Team on key organizational initiatives, scheduling, travel coordination, and executive-level administrative functions. This role goes beyond calendar management and scheduling. You'll help coordinate leadership priorities, manage departmental workplans, prepare presentations and reports, support leadership meetings, track organizational initiatives, and handle sensitive information with professionalism and discretion. The ideal candidate is highly organized, proactive, adaptable, and comfortable working independently in a fast-paced environment where priorities can shift quickly.

Requirements

• High school diploma or equivalent
• Four years of administrative support experience or an equivalent combination of education and experience
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• Exceptional written and verbal communication skills
• Strong organizational skills and ability to manage multiple competing priorities
• Demonstrated ability to handle sensitive and confidential information with discretion
• Ability to work independently while collaborating effectively across teams

Nice To Haves

• Associate's degree or higher in Business Administration or a related field
• Experience with Asana, Smartsheet, or similar project management tools
• Experience with SharePoint, OneDrive, or similar document management systems
• Experience supporting senior executives or leadership teams
• Healthcare, nonprofit, or mission-driven organization experience

Responsibilities

• Managing complex calendars, meetings, and travel arrangements for senior leaders
• Preparing agendas, taking meeting minutes, tracking action items, and supporting follow-through
• Coordinating departmental workplans and monitoring project progress
• Creating and refining presentations, reports, newsletters, and leadership communications
• Researching and compiling information to support decision-making and strategic initiatives
• Managing confidential information related to personnel, operations, and organizational matters
• Supporting Organizational Leadership Team members with scheduling, travel, expenses, and meeting coordination
• Identifying opportunities to improve workflows, processes, and organizational effectiveness

Benefits

• Paid time off (up to 4 weeks, increases over time)
• 9 paid holidays
• Medical, dental, and vision insurance for eligible employees
• 403(b) retirement plan with employer matching contributions
• Free, confidential counseling and support (EAP)
• Ongoing professional development and learning opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED