Personal Assistant

VigorCare Pediatric Services•Portland, OR

About The Position

The Personal Assistant provides reliable administrative and organizational support to an executive, manager, or principal. The role helps manage daily priorities, coordinate schedules and logistics, handle correspondence, and ensure routine tasks are completed efficiently and professionally. It requires sound judgment, excellent communication, attention to detail, and the ability to manage changing priorities while protecting confidential information. The successful candidate anticipates needs, follows through on commitments, and builds trusted working relationships. The role may involve occasional schedule changes, time-sensitive requests, local travel, or work outside standard business hours, depending on the needs of the person being supported. Any expected availability requirements should be discussed and clearly defined during recruitment. Success means enabling the person being supported to use their time effectively and stay focused on key priorities through accurate scheduling and recordkeeping, anticipation of logistical needs, clear communication, responsible handling of confidential information, and reliable follow-through.

Requirements

Previous experience in a Personal Assistant, Executive Assistant, administrative, or coordination role.
Excellent written and verbal communication skills.
Strong calendar management, organization, and time-management abilities.
Proficiency with common office and productivity tools, such as email, calendars, word processing, spreadsheets, and video-conferencing platforms.
High accuracy and attention to detail when managing schedules, records, and documents.
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
Sound judgment and the ability to handle sensitive information confidentially.
Professional, courteous communication with a wide range of people.
A dependable, service-oriented approach and a willingness to take initiative.

Nice To Haves

Experience supporting a senior executive, business owner, professional, or private individual.
Experience coordinating domestic or international travel.
Familiarity with expense-management, booking, task-management, or document-sharing platforms.
Experience arranging events, appointments, or complex schedules.
Relevant administrative training, certification, or education.

Responsibilities

Manage calendars, appointments, meetings, and reminders, resolving scheduling conflicts as needed.
Coordinate travel arrangements, including transportation, accommodation, itineraries, and required travel documents.
Monitor and organize email, phone calls, messages, and other correspondence; draft or prepare responses when authorized.
Prepare meeting materials, agendas, briefing notes, presentations, and follow-up lists.
Track tasks, deadlines, commitments, and personal or professional projects; follow up to support timely completion.
Arrange meetings, events, appointments, meals, and other engagements, including booking venues and coordinating participants.
Handle personal and administrative errands, such as submitting forms, collecting items, managing deliveries, and making reservations.
Maintain organized electronic and physical records, contacts, receipts, and other relevant documents.
Process expense reports, invoices, reimbursements, and payment requests in accordance with established procedures.
Liaise professionally with employees, clients, service providers, family members, and other contacts as appropriate.
Research requested information, services, suppliers, or options and provide clear summaries or recommendations.
Identify potential scheduling or logistical issues early and suggest practical solutions.
Treat all personal, business, financial, and organizational information with discretion and confidentiality.
Perform additional administrative duties as required to support the smooth running of daily activities.