Previous Job
Sr Administrative Assistant
Ref No.: 23-100817
Location: Portland, Oregon
Start Date / End Date: 10/02/2023 to 12/18/2023

Title: - Sr. Administrative Assistant
Location: - Portland, OR 97201

4-day work week (M-TH)

Job Description: -

Essential Responsibilities

Administrative Support
  • Provide advanced administrative support to leadership staff, including scheduling and arranging all aspects for meetings with internal and external groups and proactively managing multiple calendars.
  • Establish and maintain cooperative and productive working relationships with internal and external stakeholders contacted in the course of work.
  • Respond to internal and external stakeholders and other customers when leadership staff members are not available.
  • Review, collect, prepare, and distribute appropriate materials and information for administrative action per request.
  • Develop and administer filing systems to ensure timely retrieval of information.
  • Use standard word processing and software to produce routine and complex documents, spreadsheets, charts, and graphs.
  • Develop presentations for leadership staff upon request.
  • Compose correspondence, type, proofread and draft a variety of reports, letters and memos.
  • Develop and recommend operational processes and/or process improvements for department-related efficiency.
  • Arrange travel by developing itineraries and agendas, booking transportation, and arranging lodging and meeting accommodations.
Office Support
  • Assist with conferences and special events including scheduling and facilities coordination.
  • Provide backup front desk coverage when needed.

Education and/or Experience
  • Minimum 3 years' experience in office administration and supporting senior-level management.

Organizational Responsibilities
  • Perform work in alignment with the organization's mission, vision, and values.
  • Support the organization's commitment to equity, diversity, and inclusion by fostering a culture of open mindedness, cultural awareness, compassion, and respect for all individuals.
  • Strive to meet annual business goals in support the organization's strategic goals.
  • Adhere to the organization's policies, procedures, and other relevant compliance needs.
  • Perform other duties as needed.

Knowledge, Skills and Abilities Required

  • Strong skills with Microsoft Word, Excel, PowerPoint, and Outlook to collect, review and display information as necessary
  • Knowledge of basic concepts of Medicaid and managed care preferred
Core Skills and Abilities:
  • Excellent administrative and office skills, including the ability to organize information and data and produce documents
  • Ability to manage multiple tasks with a high level of organization, flexibility, and focus, often under tight deadlines
  • Ability to use good judgment, personal initiative, and discretion to perform complex work with particular attention to detail
  • Ability to effectively interact with individuals at all levels internal and external to the organization
  • Excellent written and oral communication skills (including grammar, spelling, and proofreading skills) with the ability to assist in all forms of business correspondence
  • Excellent customer service skills
  • Ability to work both independently and within a team and to use good judgment about when to ask for assistance or direction
  • Excellent organizational skills including ability to effectively handle multiple priorities and demands in a dynamic work environment
  • Ability to maintain confidentiality and HIPAA principles when performing assignments that are sensitive and confidential in nature
  • Ability to gather, compile and analyze data

Physical Skills and Abilities:

  • Ability to perform repetitive finger, wrist, shoulder, or neck movement for at least 6 hours/day
  • Ability to see, read, hear, and speak clearly for at least 6 hours/day
  • Ability to lift, carry, push, pull and/or pinch small objects for at least 3 hours/day

Cognitive Skills and Abilities:

  • Ability to focus on and comprehend information and learn new skills and abilities
  • Ability to assess a situation and seek or determine appropriate resolution
  • Ability to accept direction and feedback, as well as tolerate and manage stress

  • Health care or managed care experience