Executive Assistant

Oregon Health & Science University Foundation • Portland, OR

12d • Hybrid

About The Position

The Executive Assistant provides proactive and strategic administrative support for the operations, initiatives and activities of the Associate Vice President of Donor Relations. The Executive Assistant plays a critical role in ensuring the AVP’s success by managing the calendar to ensure it is prioritized effectively, providing support with meeting preparation and facilitation, tracking and managing projects and deliverables, and serving as a liaison to both internal and external partners.

Requirements

• Exceptional project management and organizational skills; demonstrated ability to track, manage and prioritize multiple projects and tasks simultaneously
• Strong customer service and interpersonal skills; ability to collaborate professionally, diplomatically and productively with internal and external contacts at all levels
• Proactive and self-directed; takes initiative and anticipates needs, but demonstrates sound judgment on when to ask questions or gather more information
• Strong attention to detail; ability to manage simultaneous deliverables without sacrificing on quality
• Excellent written communications skills; ability to prepare formal minutes, meeting notes and other correspondence for executive signature
• High level of confidentiality
• Adaptability and problem-solving mentality
• Compassionate and culturally-responsive; maintains an ability to work with diverse internal and external individuals and groups
• Advanced fluency with Microsoft Office Suite (especially Excel, Word, Outlook, Teams, and PowerPoint)
• Demonstrated comfort with technology, including but not limited to databases, project management, virtual meeting, and collaboration tools
• 3+ years’ experience providing complex administrative support

Nice To Haves

• Experience with OHSU or other non-profit, foundation, or university experience preferred
• Experience providing executive-level support preferred

Responsibilities

• Manages the operations, initiatives and activities of the AVP of Donor Relations
• Strategically manage the AVP’s calendar by prioritizing meetings in terms of how they relate to key initiatives or organizational needs, and ensuring that sufficient time is allocated to project work and preparation for meetings, events, or travel
• Coordinate, schedule, and actively participate in meetings; draft and disseminate agendas, minutes, presentations, and other supporting documents in advance
• Proactively prepare and source relevant materials and information to ensure the AVP is appropriately briefed for key meetings and events
• Provide support in preparation for meetings led by the AVP, including donor relations meetings and donor relations team retreats
• Maintain a strong understanding of the various contacts and activities of the AVP in order to effectively support workflows, respond to partner questions, and anticipate future needs
• Track critical projects and commitments to ensure continued progress, consistent follow through, effective prioritization and timely completion of deliverables
• Act as executive liaison and first point of contact with external constituents, including OHSU leaders, board members and others
• Attend meetings with or on behalf of the AVP, documenting and managing all action items and follow-up required
• Manage or support projects that advance the AVP’s priorities
• Enter activity reports for donor meetings to track key notes, touchpoints and next steps
• Partner closely with the President’s Executive Assistant and OHSU leadership support staff to ensure appropriate alignment and coordination between the various offices
• Provide other general support including helping with Donor Relations department presentations and plans, goal reporting and metrics, weekly meeting agendas, data entry, travel arrangements, budget management, expense reimbursements and invoice processing
• Occasional project or administrative support for the Donor Relations team leads as needed and with approval from the AVP
• Socialize and coordinate attendance for external engagements (such as conferences, association events, dinners, and other activities) to ensure visibility and coordination across the donor relations team

Benefits

• Comprehensive medical and dental insurance.
• Pension program (The Foundation contributes 12% of your annual salary to a pension)
• 22 days of paid vacation, 11 paid holidays, 1 float holiday and 2 days of volunteer time off
• Professional development dollars for each employee
• Hybrid work allowance and much more!
• flexible work environment for those who prefer a hybrid work schedule
• we close early on Fridays during the summer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees