Executive Coordinator

Central City Concern • Portland, OR

1d • Onsite

About The Position

The Executive Coordinator provides confidential, varied, and complex administrative support to Central City Concern’s Health Services Leadership Team, including the Health Services Executive, Chief Medical Officer, and senior operations and medical directors. The role supports leadership priorities and health services initiatives through project coordination, communication, reporting and data preparation, scheduling, meeting support, travel planning, visitor coordination, and the prioritization and response to requests from leaders and stakeholders. It requires sound judgment, flexibility, discretion, strong interpersonal and organizational skills, computer proficiency, and the ability to work effectively with internal staff and external stakeholders.

This position is based at the Administration Office in downtown Portland and is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. The stated salary range is $69,000 to $90,000, influenced by professional experience, licensure, certifications, and internal equity.

Requirements

• Four years of secretarial or executive assistant experience; OR an associate degree or certificate in office occupations or office technology and three years of secretarial or executive assistant experience; OR a bachelor’s degree and two years of secretarial or executive assistant experience; OR an equivalent combination of training and experience.
• Excellent computer skills and high proficiency in Microsoft Office Suite.
• Experience with office machines such as fax machines, photocopiers, and phone systems.
• Current driver’s license, access to a vehicle, and qualification as an Acceptable Driver under Central City Concern’s Fleet Safety policy.
• Pass initial driver training within 60 days of approval as a driver and complete ongoing recertification training.
• Maintain personal auto liability insurance coverage of at least $100,000/$300,000.
• Pass a pre-employment drug screen, TB test, and background check, including clearance by the DHS Background Check Unit.
• Ability, generally with reasonable or no accommodation, to walk, bend, stoop, kneel, squat, twist, reach, pull, lift heavy objects, and climb stairs.
• Adhere to agency nondiscrimination policies and treat people with diverse backgrounds and identities with respect and dignity.
• Communicate clearly, concisely, and courteously, orally and in writing, with the public, clients, patients, medical personnel, and coworkers.
• Demonstrate organizational and problem-solving skills, prioritize work, and meet deadlines.
• Work independently with minimal direction and effectively as part of a team.
• Manage multiple priorities and projects and remain flexible in a fast-paced, changing environment.
• Exercise sound judgment and professional discretion when handling sensitive and confidential information.
• Maintain accurate records and required paperwork.
• Follow state and federal privacy regulations, including HIPAA and 42 CFR Part 2, and applicable organizational and partner privacy and security requirements.

Responsibilities

• Provide administrative support to the Health Services Leadership Team, including drafting correspondence, editing technical documents, preparing PowerPoint presentations, entering and analyzing data in Excel, maintaining organizational and filing systems, and coordinating communications.
• Serve as the central contact and communications liaison between the Health Services Leadership Team and agency staff, community partners, and other stakeholders.
• Manage confidential and sensitive information appropriately and comply with applicable privacy, security, and confidentiality requirements.
• Maintain senior Health Services Leadership schedules and coordinate meetings, conferences, teleconferences, travel, and other calendar items.
• Coordinate leadership and department meetings by scheduling them, preparing materials, attending, coordinating agendas, and tracking follow-up items.
• Support assigned projects and coordinate project logistics, deliverables, and issues with stakeholders.
• Attend project meetings and report meeting minutes, decisions, and action plans.
• Answer, evaluate, and triage calls and inquiries, including concerns or complaints directed to Health Services Leadership.
• Respond to routine correspondence and review incoming materials to ensure appropriate routing, action, and signatures.
• Assist with completing, distributing, and tracking reports, including compiling information for monthly expense reports and budget tracking.
• Assist with grant and contract management and reporting requirements as needed.
• Assist with timecard reconciliation, credit card approvals, payment approvals, and other daily operations.
• Complete computer-based documentation tasks, including correspondence, memos, reports, applications, data entry, data reports, and presentations.
• Immediately report breaches of protected health information or personal identification information as required.
• Perform other duties as assigned.

Benefits

• Competitive compensation and an extensive total rewards package.
• Medical, dental, and vision insurance.
• Student loan repayment options.
• Retirement savings plan with employer matching.
• Paid time off beginning at four weeks of accrual per year, with accrual increasing with longevity.
• Up to 11 recognized holidays and two personal holidays, dependent on work shift schedule.
• 403(b) retirement savings plan with an employer match of 4.25% in the first year, 6% in the second year, and 8% in the third year.
• Employer-paid life, short-term disability, and long-term disability insurance.
• Sabbatical program offering extended time off at years 7, 14, and 21.

What This Job Offers

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