Executive Assistant

At Umpqua Health, we're more than just a healthcare organization; we're a community-driven Coordinated Care Organization (CCO) committed to improving the health and well-being of individuals and families throughout our region. Our comprehensive services include primary care, specialty care, behavioral health services, and care coordination to ensure our members receive holistic, integrated healthcare. Our collaborative approach fosters a supportive environment where every team member plays a vital role in our mission to provide accessible, high-quality healthcare services. From preventative care to managing chronic conditions, we're dedicated to empowering healthier lives and building a stronger, healthier community together.

Umpqua Health strongly encourages applications from candidates of color as well as veterans, aiming to foster a work environment that is linguistically and culturally diverse and inclusive. Please note that at this time, Umpqua Health does not offer visa sponsorship.

Umpqua Health is seeking a highly skilled and detail-oriented Executive Assistant to provide comprehensive support to our Chief People Officer (CPO). This role is essential in ensuring the smooth operation of the executive office by anticipating needs, managing complex schedules, and serving as the primary liaison for both internal and external communications. In addition to executive support, this position will manage the coordination and activities of various organizational committees, ensuring efficient and effective operations. This role requires exceptional organizational skills, the ability to handle sensitive information with discretion, and a proactive approach to problem-solving.

• Proactively manage the CPO’s calendar using advanced Outlook scheduling skills to ensure optimal time management, including coordinating complex meeting schedules and travel arrangements.
• Serve as the primary point of contact for the CPO, handling communications internally and externally with professionalism and confidentiality.
• Prepare and organize materials for meetings, including agendas, presentations, and reports, ensuring all documents are accurate and available in a timely manner.
• Draft, proofread, and manage communication on behalf of the CPO, including emails, memos, and other correspondence.
• Maintain and organize electronic files, ensuring the secure and efficient storage of all documents, correspondence, and materials related to the CPO’s office.
• Oversee multiple projects as directed by the CPO, including tracking progress, coordinating with team members, and ensuring timely completion of deliverables.
• Manage and maintain conference room calendars, ensuring rooms are prepared and supplies are stocked.
• Process timecards and PTO requests for direct reports, as directed by the CPO.
• Provide backup support to other Executive Assistants and administrative staff as needed.
• Manage and coordinate the activities of various internal committees, including scheduling meetings, preparing agendas, taking minutes, and ensuring timely distribution of all relevant materials.
• Maintain comprehensive electronic records of committee interactions, including meeting minutes, agendas, and action items, for historical reference and easy access.
• Develop and maintain a master committee calendar, ensuring awareness of all meeting dates, deadlines, and key events.
• Work closely with committee chairs and members to facilitate communication, address concerns, and support the effective operation of each committee.
• Assist in drafting and revising committee-related documentation, including charters, bylaws, policies, and operating procedures.
• Coordinate logistics for committee meetings and events, including venue arrangements, catering, and technological needs.
• Ensure that committee stipends and related expenses are processed accurately and in a timely manner.
• Identify and implement improvements to committee management processes, enhancing efficiency and effectiveness.
• Perform other duties and support deliverables as assigned by the organization to help drive our Vision, fulfill our Mission, and abide by our Organization’s Values.

• Bachelor’s degree in Business Administration, Human Resources, or a related field preferred, or equivalent work experience.
• Proven experience as an Executive Assistant or in a similar administrative role, preferably supporting senior executives.
• Exceptional organizational and time-management skills, with the ability to manage multiple tasks and prioritize effectively.
• Excellent written and verbal communication skills, with a professional demeanor and the ability to interact confidently with a wide range of stakeholders.
• High level of discretion and integrity in handling sensitive and confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Experience managing complex schedules, organizing meetings, and coordinating logistics for multiple projects.
• Ability to work independently, take initiative, and adapt to changing priorities and requirements.
• Strong problem-solving skills and meticulous attention to detail.

Umpqua Health is an equal opportunity employer that embraces individuals from all backgrounds. We prohibit discrimination and harassment of any kind, ensuring that all employment decisions are based on qualifications, merit, and the needs of the business. Our dedication to fairness and equality extends to all aspects of employment, including hiring, training, promotion, and compensation, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected category under federal, state, or local law.