Executive Assistant

The US Oncology Network•Vancouver, WA

2d•Onsite

About The Position

Compass Oncology is hiring for an Sr. Administrative Assistant who can provide high-level administrative and organizational support to the Executive Director and physician leadership of Compass Oncology. This role serves as a key resource for coordinating executive and Board activities, managing meetings and communications, preparing materials, and ensuring timely follow-through on priorities. The ideal candidate is highly organized, proactive, detail-oriented, comfortable working with senior leaders and physicians, and able to manage multiple priorities while exercising excellent judgment and discretion.

Requirements

Associate's degree in business, office administration, or secretarial program required.
Minimum of (3) years of office administration experience required.
Ability to think independently with a proactive and resourceful approach.

Nice To Haves

Strong technology skills including experience with Microsoft Office Suite, Sharepoint, Docusign, Zoom, etc. preferred.
Experience with calendar management, meeting planning, travel arrangements and event planning preferred.
Experience with maintenance of legal documents, contracts, confidential files, etc. preferred.

Responsibilities

Provide direct administrative support to the Executive Director.
Manage calendars, meetings, appointments, and competing priorities.
Anticipate upcoming needs, deadlines, and required follow-up.
Coordinate correspondence, presentations, reports, and other executive materials.
Handle sensitive and confidential information with appropriate discretion.
Track leadership expenses and submit expense reports
Assist with special projects and organizational initiatives as assigned.
Provide direct administrative support to the Executive Director, support physician leadership and other executives as needed.
Coordinate Board, Executive Committee, leadership, and other key meetings.
Develop agendas and organize pre-read materials in coordination with leadership.
Gather presentations and supporting materials from presenters and consolidate meeting materials.
Coordinate meeting logistics, invitations, locations, meals, technology, and other needs.
Maintain recurring meeting schedules and ensure materials are distributed in advance.
Track follow-up items and assist with communication after meetings.
Assist with physician leadership and governance-related activities including managing records and contracts.
Coordinate meetings and materials involving internal and external partners.
Support physician recruiting, onboarding, leadership events, retreats, and other practice initiatives as needed.
Handle sensitive and confidential information with discretion.
Coordinate Board meetings, leadership meetings, retreats, physician events, and other organizational functions.
Coordinate company holiday and summer events, and ad hoc parties.
Manage invitations, attendance, meeting materials, venue arrangements, catering, and other logistics.
Partner with internal departments and external vendors to ensure events run smoothly.
Maintain well-organized electronic records, leadership documents, meeting materials, and historical information.
Assist with preparation and formatting of PowerPoint presentations, Word documents, spreadsheets, and other materials.
Coordinate document review, routing, signatures, and distribution when needed.
Identify opportunities to improve administrative workflows and organization.
Provide backup or additional administrative support for leadership priorities as needed.