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Executive Assistant - Hospital

BizTek People, Inc. | APA International Placement Consultants

Portland, OR

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JOB DETAILS
SKILLS
Administrative Skills, Audiovisual, Calendar Management, Catering Services, Customer Support/Service, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , Expense Reports, Hospital, Interpersonal Skills, Leadership, Logistics, Mail Processing, Meeting Minutes, Multitasking, Operations, PCard Transaction, Plan Meetings, Research Skills, Telephone Skills, Time Management, Travel Planning
LOCATION
Portland, OR
POSTED
Today
Job Description
Job Title: Executive Assistant

Job Type: Contract (12 weeks)

Schedule: Full-time, 5x8s (8:00 AM - 4:30 PM)

Work Setting: Onsite Hospital

Position Overview:

This role supports a central administrative leadership team within a large, complex organization. The Executive Assistant will manage executive calendars, coordinate logistics, support meetings and events, and handle a variety of administrative functions critical to daily operations.

Key Responsibilities:

  • Manage complex calendars and scheduling priorities for executive leadership
  • Coordinate day-to-day activities and ensure executives are informed of commitments and obligations
  • Arrange meetings with internal leaders and external partners
  • Review and prioritize incoming communications and determine appropriate actions
  • Conduct research and prepare materials, including presentations and reports
  • Provide front desk coverage, including greeting visitors and managing incoming calls
  • Handle incoming and outgoing mail distribution
  • Assist with planning and execution of events, including logistics, catering, and scheduling for visiting guests
  • Coordinate and support executive-level meetings, including agenda preparation, meeting logistics, and documentation
  • Record meeting notes and track follow-up action items
  • Set up A/V equipment and prepare materials for hybrid meetings and presentations
Additional Responsibilities:
  • Coordinate travel arrangements and process expense reports
  • Reconcile corporate purchasing card transactions
  • Provide backup support to other senior executives as needed
  • Contribute to overall administrative team efforts and office operations
Required Qualifications:
  • Proficiency in Microsoft Office applications
Experience Requirements (one of the following):
  • Four (4) years of clerical/secretarial experience, including at least one (1) year supporting a senior-level executive
  • OR
  • Associate's degree or certificate in office occupations/technology and three (3) years of secretarial experience
OR
  • Bachelor's degree and two (2) years of secretarial experience
  • Additionally:
  • At least one (1) year of full-time experience supporting senior management at a high-performance level is required
  • Relevant coursework or training in office occupations/technology may substitute for up to one (1) year of experience
Preferred Skills & Attributes:
  • Exceptional organizational and time management skills
  • Strong customer service mindset with responsiveness to time-sensitive requests
  • Ability to manage multiple priorities in a fast-paced environment
  • High attention to detail and accuracy
  • Professional demeanor and strong interpersonal skills
  • Ability to handle confidential information with discretion and sound judgment
  • Self-directed with the ability to work independently with minimal supervision

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About the Company

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BizTek People, Inc. | APA International Placement Consultants