Summary of Duties

Pay Range: $69,825.60- $99,860.80

 

Provides high-level administrative leadership and coordination for the Chief Executive Officer (CEO), Board of Directors, and senior leadership team. Oversee executive office operations and lead the administrative services team to deliver efficient, seamless, and professional support. Guides and mentors Executive and Administrative Assistants to ensure consistent, high-quality service. Manages complex administrative processes, safeguards confidential information, and represents Hillsboro Medical Center with professionalism and integrity in all internal and external interactions.

 

Job-specific tasks and responsibilities. Direct support of CEO. Representative duties and responsibilities include, but are not limited to:

• Confidentiality and discretion. Handle and process highly sensitive and confidential information with absolute integrity and discretion, serving as a trusted gatekeeper for the CEO.
• Support of sensitive meetings. (Board, ELT, others as needed), admin support to the Board when needed (policies, by-laws and such), special projects.
• ELT/Leadership Retreats & Townhalls. (oversight and planning – support tasks may be assigned to other EAs).
• Manages the CEO’s calendar. Schedules meetings and appointments; plans and coordinates seminars and conferences; manages travel arrangements. Diplomatically navigates competing agendas, interests, and requests.  Looks ahead for presentation needs, drafts templates and provides adequate prep time in advance of key presentations and/or meetings.
• Organizes a variety of meetings and events with internal and external participants. Prepare agendas, briefs, and supporting materials for all executive-level meetings. Attend meetings as required to take minutes and track action items.
• Organizes Board of Directors meetings and activities. Coordinates all logistics. Drafts and distributes meeting materials. Proactively communicates with Board members to ensure calendars are populated with accurate meeting information and materials are received in a timely manner.  Attends meetings in person and produces accurate, succinct, and timely meeting minutes.
• Correspondance and communications. Initiates, drafts and/or reviews, proofreads, and formats a variety of professional-quality documents, reports, and correspondence. Performs research and organizes and report findings. Monitors deadlines.
• Expense and departmental supply management. Processes and reconciles departmental expenses and invoices accurately and promptly.  Ensures all departmental supplies are appropriately stocked. 
• Provides direct supervision, coaching, and performance management for all EA/Administrative Assistants supporting the executive team (e.g., CHRO, CFO, CNO, etc.).
• Approves timecards and works with assigned HR representatives on ADA and leave of absence requests.
• Establishes and enforces uniform administrative procedures, best practices, and organizational standards for calendar management, travel booking, expense reporting, and records management across all executive support staff.
• Guides and trains team members, provides support and feedback to help them improve their skills and performance.
• Organizes and assigns daily tasks, ensures smooth workflow and efficient use of resources within the team. Scheduling AA/EA Team to meet staffing and organizational requirements.
• Addresses team issues and challenges and participates in facilitating solutions and escalates complex problems when necessary.
• Fosters open communications within the team and with other departments, facilitating collaboration and teamwork.
• Representative duties and responsibilities include, but are not limited to: Performs additional administrative and clerical duties as assigned, which may include but are not limited to:
• Receives, sorts, and distributes mail.
• Manages email distribution lists.
• Monitors and renews business licenses.

People Management. Provides direct supervision for assigned staff to ensure consistent delivery of high-quality services. Executes leadership and supervision tasks in an accurate, equitable, timely and effective manner to meet service and performance expectations. People management tasks include, but are not limited to:

• Manages employees from selection and hiring through offboarding/separation. Coaches, mentors, and supports supervisors and subordinate staff. Establishes clear expectations and fosters an environment that supports effective communication through effective use of formal and informal discussion, 1:1’s, huddles, and staff meetings.
• Proactively monitors and manages employee satisfaction and engagement, turnover, training and development, and performance. Responds to employee concerns and/or union grievances.
• Acts as the first line of mediation for conflicts between staff and/or patients and staff; addresses difficult situations in a timely and effective manner.

Financial Management. Responsible for understanding and operating within assigned budget targets.  Processing and validating invoices received.

 

Performs other related duties and special projects, as assigned.

 

Organizational Duties & Responsibilities

Supports and represents Hillsboro Medical Center’s mission, vision, and values.

• Compassion: Creates a welcoming environment of kindness, inclusivity, and responsiveness
• Collaboration: Works with others to improve the health and wellness of Hillsboro & Washington County
• Excellence: Provides the highest quality of care and service
• Integrity: Demonstrates honesty, transparency, and accountability in every task and every interaction

Decision Making & Budgetary Responsibilities

• Compiles, maintains, and tracks financial data and other complex information related to matters of significance.
• Analyzes data and uses judgement in making independent decisions within the scope of assigned job responsibilities.
• Represents and/or acts on behalf of the CEO.

Hiring Competencies

Education & Experience

 

REQUIRED:

• Four (4) years of executive, legal or administrative assistant experience, or two (2) years with completion of bachelor’s degree.
• Experience must include experience working in settings requiring a high-level of confidentiality and at least two (2) years working in an executive level support position.
• 6 months of experience supervising others (may be formal supervision or informal – e.g. lead, charge, etc.).

PREFERRED:

• Bachelor’s degree
• Healthcare and/or legal experience
• Experience supporting a Board of Directors
• Experience supervising others and coordinating work across a team.

Licenses & Certifications

 

REQUIRED:  

• None

PREFERRED:

• Paralegal or Legal Assistant
• Notary (or willingness to acquire the qualification)

 

Knowledge, Skills, and Abilities

 

REQUIRED:  

Knowledge of:

• Ethical commitment to quality assurance and confidentiality of all data and information, including HIPAA/PHI regulations.
• Proficient in the use of current technology and software programs, including Microsoft Office suite (Outlook, Word, PowerPoint, Excel, and Adobe Acrobat Professional). Ability to learn and apply new technology/computer programs in a timely and effective manner.

Skill in:

• Effective verbal and written communication, active listening, and interpersonal skills.
• Time management, prioritization, attention to detail, and multitasking.
• Excellent customer service skills including patience, empathy and problem-solving.
• Building strong relationships with leadership, employees, patients, and community members.
• Composing documents using correct grammar and punctuation.
• Proficiency in preparing agendas and taking meeting minutes.
• Excellent organizational skills.

 

Ability to:

• Use tact, independent judgment and discretion when representing executive leaders and the organization.
• Anticipate needs and problems, prioritize tasks, and to effectively handle multiple changing priorities.
• Work under pressure and with many interruptions.
• Stay flexible, solution-oriented, and professional under the pressure of multiple demands.
• Take initiative, implement and follow through with attention to detail, and work with minimal supervision.
• Work as a team member and support the success of others.
• Maintain a professional appearance and demeanor.
• Work independently with moderate supervision.
• Collaborate effectively with healthcare team members.
• Adjust to changing priorities and work demands.
• Work occasional evenings or weekends.

 

PREFERRED:

• Bilingual

Additional Posting Information

Hillsboro Medical Center believes in providing equal employment opportunities for all qualified individuals. Recruitment, hiring, promotions, transfers, working conditions, training, and compensation will be based on qualifications without regard to race, color, sex, sexual orientation, gender identity, religion, age, creed, national origin, marital status, family relationship, veteran status, genetic information, physical or mental disability, or any other status or characteristic protected by applicable law. We further commit ourselves to continuing the practical application of this policy in our daily business conduct.