Careers

Description:

Position Summary

The Public Health Institute (PHI) is looking to hire an Executive Assistant to provide a full range of executive, administrative assistance/secretarial support to the Pacific Northwest Deputy Director of the Tracing Health Program.

Essential Duties and Responsibilities

• Provides executive-level administrative support to the Pacific Northwest Deputy Director.
• Undertakes and completes a variety of administrative assignments with independent judgment.
• Maintains Pacific Northwest Deputy Director’s calendar.
• Schedules meetings including in-person, teleconference, and web-based meetings.
• Prepares meeting agendas, transcribes meeting minutes, and provides support for web-based meetings.
• Assists Pacific Northwest Deputy Director in preparing for meetings.
• Prepares communications materials, including email communications to staff, presentation materials for meetings and conferences, etc.
• Reviews, assesses, routes, answers and monitors follow-up action steps on correspondence.
• Collaborates with other Tracing Health administrative staff on tasks and projects as needed.
• Gathers supporting documentation for purchases.
• Assists with special projects which may include research on specific topics, compilation of program performance data, etc.
• As directed by Pacific Northwest Deputy Director, provides administrative support to Tracing Health Pacific Northwest leadership.
• Performs other duties as assigned.

Minimum Qualifications

• 5 years’ of related work experience
• AA Degree or two additional years of related experience
• Advanced skills in software programs that allow for remote work and collaboration, including  Microsoft Office applications, Adobe Acrobat, Google suite, web conferencing programs (Zoom, Teams, etc.) and internet use for research
• Ability to work as a team and independently, handling multiple tasks simultaneously
• Ability to be responsive and manage multiple projects and timelines appropriately
• Excellent planning, prioritization, organization and time management skills
• Excellent oral and written communication skills, including a good telephone manner
• Effective interpersonal relational skills
• Strong customer service values and the ability to incorporate an exceptional level of customer service in all policies, procedures, and practices
• Demonstrated attention to detail, flexibility, resourcefulness, and creative problem-solving skills
• Proactive approach to asking questions and raising concerns
• Ability to build and maintain positive working relationships with staff and internal/external partners
• Ability to maintain confidentiality in all aspects of client, staff, and program information and exercise proper discretion and judgment

Desired Qualifications

• Bachelor’s degree
• Experience working in a remote environment preferred, ideally as a virtual assistant.
• Resident of Oregon or SW Washington preferred

Important Information

• This is a full-time (40 hours per week) position.
• This position is remote.
• The position is expected to last 12 months, and is contingent upon funding after January 2021.