Senior Executive Assistant

Priority Application Deadline

April 14, 2025

FLSA Status

Exempt

Starting Salary

Step I: $76,751 ($36.90/hr.) – $92,101 ($41.51/hr.) Step II: $88,264 ($46.12/hr.) – $103,614 ($50.74). Salary is dependent on experience. Each salary band is broken into three "steps," which correspond with an employee’s experience/tenure, proficiency and performance in that specific role. New employees will typically start at step I of our pay band to allow for later growth, although more experienced candidates may be eligible to start at step II or III.

Work Location

Hybrid (3-4 days onsite work required)

About the Position

As the Senior Executive Assistant for the VP of Development, you'll play a critical role in ensuring the VP’s success by managing the calendar to ensure it is prioritized effectively, providing support with meeting preparation and facilitation, tracking and managing projects and deliverables, and serving as a liaison to both internal and external partners.  

What You’ll Be Doing

OPERATIONS MANAGEMENT

• Strategically manage the VP’s calendar by prioritizing meetings in terms of how they relate to key initiatives or organizational needs, and ensuring that sufficient time is allocated to project work and preparation for meetings, events, or travel.
  

• Coordinate, schedule, and actively participate in meetings; draft and disseminate agendas, minutes, presentations, and other supporting documents in advance.

• Proactively prepare and source relevant materials and information to ensure the VP is appropriately briefed for key meetings and events.

• Provide support in preparation for meetings led by the VP, including development leader meetings, all development meetings, and development team retreats.

• Attend meetings with or on behalf of the VP, documenting and managing all action items and follow-up required. 

• Triage communications requests and draft donor communications on behalf of the VP of Development and Foundation President.

• Provide other general support including data entry, travel arrangements, budget management, expense reimbursements and invoice processing.

PROJECT MANAGEMENT AND FACILITATION

• Track critical projects and commitments to ensure continued progress, consistent follow through, effective prioritization and timely completion of deliverables.

• Manage or support projects that advance the VP’s priorities.  

• Enter activity reports for donor meetings to track key notes, touchpoints and next steps.

• Socialize and coordinate attendance for external engagements (such as conferences, association events, dinners, and other activities) to ensure visibility and coordination across the development team. 

DEPARTMENT SUPPORT

• Maintain a strong understanding of the various contacts and activities of the VP in order to effectively support workflows, respond to partner questions, and anticipate future needs.

• Act as executive liaison and first point of contact with external constituents, including OHSU leaders, board members, donors and others.

• Partner closely with the President’s Executive Assistant and OHSU leadership support staff to ensure appropriate alignment and coordination between the various offices.

• Provide high-level administrative support to the Chief Strategy Advisor on a short-term basis.

Who You Are

• Exceptional at project management; demonstrated ability to track, manage and prioritize multiple projects and tasks simultaneously. 

• Detail-oriented and skilled in grammar, spelling, and formatting for business documents, spreadsheets, and presentations.

• Effective collaborator with strong interpersonal skills to engage professionally at all levels.

• Highly organized with strong time management skills to balance multiple projects and deadlines.

• Proactive in tracking project progress, troubleshooting issues, and making necessary adjustments.

• Self-motivated and able to manage multiple priorities independently.

You should have

• 5+ years’ experience providing executive-level administrative support. 

• Experience in a non-profit or philanthropic environment. 

• Experience providing support for multiple executives. 

We want to emphasize that there is no such thing as the perfect candidate; candidates who do not have all of the required experience are encouraged to apply. 

Working Conditions

• Fast-paced office environment with frequent interruptions to work flow. 

• Hybrid schedule with regular (3-4 days per week) in-office work required. 

• Occasional hours outside of normal work hours for meetings or programs. 

• Travel to local Portland areas may be necessary (primarily OHSU campus).