Overview
Executive Assistant to CEO Jobs in Missouri City, TX at Monique Helstrom, Specialized Administrative Recruiter
Department Overview:
The Administrative Assistant’s purpose is to provide administrative support to the Knight Cardiovascular Faculty by assisting with preparing of reimbursements, disbursements and travel documents’ filing, mailing setting interview times and travel agendas. Heavy emphasis on calendar support, which includes: organizing events, tracking calendars and preparing financial documents. Will also be involved in purchasing materials; paying invoices and other misc office assignments as needed.
Function/Duties of Position:
Administrative and General Office Support:
Serves as administrative support to Knight Cardiovascular Institute Clinical Research Faculty and Administrative members, which includes managing Outlook calendars, typing a variety of correspondence. Organizes and maintains filing systems as appropriate. Opens and distributes mail; participates in event coverage as needed including booking conference rooms, ordering catering and setup/clean up. Arranges meetings by request of faculty or manager using Outlook. Maintains call calendars, QGenda and schedules for clinical duties as appropriate.
Financial Support:
Responsible for preparing, submitting, tracking and reconciling a variety of financial/accounting documents related to clinical research such as purchase orders, disbursement requests, one time payments, journal entries, travel reimbursements, deposits as well as ordering/requisitioning non-capital lab supplies. Responsible for electronic/manual purchasing and receiving activity. Receives requests for purchases from faculty and research staff. Prepares, modifies, and forwards for approval all Oracle purchase requisitions. Electronically receives purchases.
Support KCVI Clinical Research team:
Support with administrative duties related to study conduct. This includes but is not limited to limited data entry, lab processing, tracker reconciliation, billing review, document completion, calendar maintenance, patient room maintenance, etc.
Required Qualifications:
Two years of general office or secretarial experience; OR
An Associate’s degree or certificate in office occupations or office technology and one year of general office or secretarial experience; OR
A Bachelor’s degree and one year of general office or secretarial experience; OR
An equivalent combination of training and experience.
Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.
Job Related Knowledge, Skills and Abilities:
Demonstrated competency with Microsoft Word, Excel, Powerpoint and Outlook.
Typing 45 WPM.
Eperience with scheduling appointments and complex calendaring.
Experience with event coordination, catering, lectures, and meeting/greeting visitors, and affiliates.
Proficient in Oracle or a similar ordering system, including experience with creating requisitions and recieivng.
Must be detail oriented, self-motivated and able to problem solve.
Must have excellent interpersonal and public relations skills.
Must possess strong organizational skills, must be flexible, creative, with demonstrated professional customer service skills/experience both over the phone and in person.
Requires multi-tasking prioritizing to stay organized with multiple interruptions.
Skill at taking meeting minutes and composing, editing, proofing, and copying written materials.
Preferred Qualifications:
Bachelor’s Degree Preferred
Experience with Oracle’s iProcurement system preferred.
Additional Details:
Monday – Friday 8:30am-5:00pm; hybrid schedule
Benefits:
Two raises per year – One at anniversary date and one across the board annual increase
Healthcare Options – Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
Two separate above market pension plans to choose from
Vacation- up to 200 hours per year depending on length of service
Sick Leave- up to 96 hours per year
8 paid holidays per year
Substantial Tri-met and C-Tran discounts
Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)
All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].
Title: Executive Assistant to CEO
Company: Monique Helstrom, Specialized Administrative Recruiter
Location: Missouri City, TX
