Executive Assistant

September 5

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Umpqua Health

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Umpqua Health is the parent company of Umpqua Health Alliance, one of 16 Oregon coordinated care organizations serving the Oregon Health Plan$1. .$1

51 - 200

Description

• Support for the Chief People Officer (CPO): • Anticipate the needs of the CPO and provide high-level administrative support, including preparing correspondence, agendas, presentations, and other documentation. • 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. • Coordinate and support events, workshops, and training sessions, handling logistics such as venue booking, catering, and technology setup to ensure seamless execution. • 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. • Conduct research and respond to inquiries from internal and external stakeholders, redirecting as necessary to appropriate departments. • 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. • Committee Management: • 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comprehensive electronic records of committee interactions, including meeting minutes, agendas, and action items, for historical reference and easy access. • Track and follow up on committee action items and deliverables, ensuring that tasks are completed on time and to standard. • 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.

Requirements

• 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. • Familiarity with interpreting contractual requirements and compliance standards is advantageous. • Commitment to upholding the organization’s internal policies, Code of Conduct, Compliance Plan, and applicable regulations.