Oregon Health & Science University - Portland, OR
posted 2 months ago
Oregon Health & Science University (OHSU) is seeking an Executive Assistant to provide confidential administrative and project support to the Director of Public Safety, Department Managers, and staff. This role is critical in ensuring a high level of customer service and support within the department. The Executive Assistant will perform complex administrative services, oversee the Command Staff's work, prioritize workloads, and provide feedback regarding job performance. Additionally, the Executive Assistant will serve as a general crisis manager and problem solver, guiding staff on department policies and procedures, and addressing routine support-related questions and issues. The position requires the Executive Assistant to meet with stakeholders to discuss department processes and products, as well as collaborate with supervisors and senior leadership to develop new procedures. The Executive Assistant will act as a liaison between the Department of Public Safety and other partner departments, managing tasks such as Facilities work orders, building repairs, and construction requests. Representing the department in internal and external university meetings, the Executive Assistant will also be responsible for planning and managing the physical space for the unit, maintaining office supplies, and attending conferences or training as needed. In terms of executive support, the Executive Assistant will anticipate the needs of the Director of Public Safety and Command Staff, managing their calendars, scheduling meetings, and processing correspondence. This role involves receiving and screening callers and visitors, responding to complaints, and assisting with travel and project documentation. The Executive Assistant will also review project assignments, identify necessary resources, and coordinate meetings to gather input from various stakeholders. They will monitor project status, inform interested parties of progress, and ensure that all procedural steps are completed in a timely manner. Overall, this position is essential for the smooth operation of the Department of Public Safety, requiring a proactive and organized individual who can handle multiple tasks and maintain effective working relationships across the organization.