Executive/Personal Assistant to CEO

s
Company: Scribe-X
Location: Portland, OR 97205 (Northwest area)

Apply

Salary: $45-60K+ DOE

Industry: Healthcare / Staffing

What Matters Most:

  • A minimum of 3 years of experience as an Executive Assistant, Personal Assistant, or Administrative Assistant with executive-level duties
  • Proficiency in MS Office required
  • Experience in media or technology preferred
  • Bachelor’s degree nice to have
  • QuickBooks experience and good with numbers
  • Must be able to work occasional evenings and weekend hours
  • Up to 10-20% travel required

Your New Role:

We’re looking for a superstar Lead Executive Assistant (LEA) to help healthcare company CEO stay on top of his busy schedule. Your primary responsibility as an LEA will be to manage your executive’s time. The company’s office is in Portland with business west of the Rockies and soon in the Philippines. This will require you to meet with him regularly to confirm upcoming events, travel arrangements, meetings, and more. You’ll travel with him and his team about 10-20% of the time (for conferences, sales meetings, etc.), and work occasional evenings and weekend hours to attend executive meetings and other meetings in your executive’s absence. Previous experience managing a budget is a must! As expected, you’ll need to possess outstanding organizational skills, be comfortable communicating with people at every level of the company and with our customers. It is imperative that you also anticipate needs and/or resolve issues before they happen – all with a supportive, service-minded, positive and grateful attitude. Must also be trustworthy, mature, eager to help and confidential.

Your role also includes providing personal assistance to the CEO, such as scheduling car maintenance, coordinating the delivery of household supplies, personal appointments, personal travel, dry cleaning, and other personal happenings etc. that arise throughout the year.

Your New Organization:

Our company is one of the fastest-growing in the Northwest and Nationally and is making waves for our cutting-edge healthcare solutions. Here you’ll find a team-first environment that’s based on mutual respect, accountability and trust. Once you join our team and get acclimated to the way we do things, you’ll be trusted to own your role and all the tasks within it. There are plenty of other gems to love – our office is in a prime downtown Portland location just off the max line (near Providence Park) with easy access to all the major freeways. It is a well preserved old historic mansion. Your office space is on the main floor in a prime bright location – in addition, we have weekly private catered team lunches, foosball, ping pong, air hockey, big screen TVs, company events, on-going education, wine tasting, sporting events with bike racks galore. You’ll love the benefits – including generous paid time off along with customized medical benefits.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email.

The Details:

Interested applicants are encouraged to apply immediately.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.

  • Provide executive level office support for the CEO, including receiving and sending mail, screening phone calls, delivering messages, coordinating meetings and events.
  • Manage the CEO’s calendar, including setting up meetings per the CEO’s request, per agency staff requests, and with external stakeholders; perform screening of office visitors and telephone callers.
  • Directly handle, delegate or assist with projects and matters of importance to the CEO, overseeing status tracking and completion of all initiatives initiated by the CEO, or the Executive Office.
  • Oversee and coordinate incoming information to the Executive Office, including the CEO’s correspondence, both verbal and written.
  • Respond to requests from internal and external sources; provide information on regulations, policies and procedures and other public agency requirements.
  • Ensure communications from the Executive Office are well-coordinated and timely.
  • Ensure the CEO is fully prepared for meetings, presentations, and events by anticipating the CEO’s needs for information/materials and speaking engagements.
  • Provide personal leadership that encourages employee productivity and responsiveness to the needs of the CEO.
  • Conduct follow up on action items, monitor progress and completion of those items, and keep the CEO informed of progress or completion.
  • Manage executive office support functions; direct the work activities of assigned administrative support functions of the Executive Office.
  • Manage the CEO’s personal and company expenses, including reimbursements, invoices from outside consultants and others who may have contracts working on behalf of the Office of the CEO.
  • Build relationships with key internal and external stakeholders, representatives, and internal operations team.
  • Administer the personal recordkeeping and retention schedule for the Office of the CEO.
  • Work with designated administrative assistants to process necessary paperwork and/or documentation (i.e., entering requisitions, logistics for meetings, etc.)
  • Support and closely coordinate with Board Secretary, Chief and Executive departmental administrative staff, as needed.
  • May direct and check the work of other administrative staff.
  • Establish and maintain the departmental filing system.
  • Manage upkeep of office building, including vendors and maintenance schedules.
  • Perform other related duties as assigned.

Supervision Exercised and Received

  • Receives general oversight from the CEO
  • This position has no formal supervisory responsibilities

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Education and Experience

  • A minimum of (3) years of work experience in a secretarial or administrative office role
  • A minimum of (2) years supporting senior level executives or department heads
  • A valid Class “C” Oregon driver’s license with a satisfactory driving record of no more than 2 moving violations and no DUI’s within the last 3 years.

Knowledge, Skills, and Abilities
Knowledge of:

  • OPERATIONS TEAM, policies, procedures, and regulations.
  • General office practices and procedures.
  • Laws, rules, and procedures pertaining to notices, minutes, records, reports, agendas, materials and correspondence for a public agency.
  • Public sector and political environment.

Skilled In:

  • Advanced proficiency in Microsoft Office.
  • Experienced in using QuickBooks or comparable bookkeeping software
  • Planning and organization with the ability to meet deadlines.
  • Effective communication skills verbally and in writing.

Ability to:

  • Develop and write reports, policies, and correspondence.
  • Analyze reports and organizational items presented to the CEO, identify areas for improvement and recommend solutions.
  • Handle common inquiries or complaints, and other sensitive or highly confidential concerns.
  • Exercise good judgment and focus on detail as required by the job.
  • Collect, organize, and interpret data and prepare accurate records.
  • Adapt to changes in work situations and priorities.
  • Understand when matters are sensitive or confidential in nature and employ strict discretion.
  • Address the needs of internal and external customers accurately and promptly, treating customers with fairness and respect.
  • Resolve conflict in a fair and respectful manner
  • Write professionally and casually

Physical Requirements

  • Transition between standing, walking and sitting at varying lengths of time
  • Climb or balance and stoop, kneel, crouch or crawl
  • Use hands to finger, handle, feel and grasp tools to perform the duties of the position
  • Ability to lift, hold, carry and move objects generally < 25 lbs and occasionally up to 50 lbs
  • Hear and perceive the nature of sounds
  • Listen and express or exchange ideas by means of spoken English words
  • Adjust visual focus
  • Ability to ascend and descend 40+ stairs at time multiple times per day

Working Conditions
Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Based on job duties, work may also be conducted in outdoor environments or warehouse environments.

SUPPLEMENTAL INFORMATION:

Selection Process:
Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interview. Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas. Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through OPERATIONS TEAM.

Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for “meets expectations” as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position.

In compliance with the Americans with Disabilities Act, the OPERATIONS TEAM will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The OPERATIONS TEAM is an Equal Opportunity Employer. EEO/ADA

OPERATIONS TEAM.

Commitment to Diversity

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, we recognize that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners. As a business founded and owned by women, we collaborate with minority and women-owned business enterprises to help develop and nurture strong relationships across all stakeholders. We make connections that enrich our community by seeing possibilities in people.

Job Type: Full-time

Salary: $45,000.00 to $60,000.00 /year

Experience:

  • Personal Assistant: 2 years (Required)
  • Executive Assistant: 2 years (Required)

Education:

  • Bachelor’s (Required)

Location:

  • Portland, OR 97205 (Required)

Language:

  • English (Required)

Shifts:

  • Morning (Required)
  • Mid-Day (Required)
  • Evening (Required)

Required travel:

  • 25% (Required)

Working Days:

  • Monday (Required)
  • Tuesday (Required)
  • Wednesday (Required)
  • Thursday (Required)
  • Friday (Required)

Application Question:

  • What are the most rewarding aspects of your role as an executive assistant and as a personal assistant? What are the least fulfilling aspects?

Additional Compensation:

  • Bonuses

Work Location:

  • One location

Benefits:

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan
  • Paid time off
  • Flexible schedule
  • Parental leave
  • Professional development assistance
  • Tuition reimbursement

This Job Is:

  • A job for which military experienced candidates are encouraged to apply