Executive Assistant
Salary is determined based on experience and the Foundation’s structured pay bands, which include steps for growth and performance. Please see the “Pay” section for more details.
Priority Application Deadline
December 15, 2025
FLSA Status
Exempt
Starting Salary
Step 1: $66,164 - $79,397
Work Location
Hybrid / On-site
About the Position
The Executive Assistant provides proactive and strategic administrative support for the operations, initiatives and activities of the Associate Vice President of Donor Relations. The Executive Assistant plays a critical role in ensuring the AVP’s success by managing the calendar to ensure it is prioritized effectively, providing support with meeting preparation and facilitation, tracking and managing projects and deliverables, and serving as a liaison to both internal and external partners.
What You’ll Be Doing
Manages the operations, initiatives and activities of the AVP of Donor Relations
- Strategically manage the AVP’s calendar by prioritizing meetings in terms of how they relate to key initiatives or organizational needs, and ensuring that sufficient time is allocated to project work and preparation for meetings, events, or travel
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Coordinate, schedule, and actively participate in meetings; draft and disseminate agendas, minutes, presentations, and other supporting documents in advance
- Proactively prepare and source relevant materials and information to ensure the AVP is appropriately briefed for key meetings and events
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Provide support in preparation for meetings led by the AVP, including donor relations meetings and donor relations team retreats
- Maintain a strong understanding of the various contacts and activities of the AVP in order to effectively support workflows, respond to partner questions, and anticipate future needs
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Track critical projects and commitments to ensure continued progress, consistent follow through, effective prioritization and timely completion of deliverables
- Act as executive liaison and first point of contact with external constituents, including OHSU leaders, board members and others
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Attend meetings with or on behalf of the AVP, documenting and managing all action items and follow-up required
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Manage or support projects that advance the AVP’s priorities
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Enter activity reports for donor meetings to track key notes, touchpoints and next steps
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Partner closely with the President’s Executive Assistant and OHSU leadership support staff to ensure appropriate alignment and coordination between the various offices
- Provide other general support including helping with Donor Relations department presentations and plans, goal reporting and metrics, weekly meeting agendas, data entry, travel arrangements, budget management, expense reimbursements and invoice processing
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Occasional project or administrative support for the Donor Relations team leads as needed and with approval from the AVP
- Socialize and coordinate attendance for external engagements (such as conferences, association events, dinners, and other activities) to ensure visibility and coordination across the donor relations team
Who You Are
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Exceptional project management and organizational skills; demonstrated ability to track, manage and prioritize multiple projects and tasks simultaneously
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Strong customer service and interpersonal skills; ability to collaborate professionally, diplomatically and productively with internal and external contacts at all levels
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Proactive and self-directed; takes initiative and anticipates needs, but demonstrates sound judgment on when to ask questions or gather more information
- Strong attention to detail; ability to manage simultaneous deliverables without sacrificing on quality
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Excellent written communications skills; ability to prepare formal minutes, meeting notes and other correspondence for executive signature
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High level of confidentiality
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Adaptability and problem-solving mentality
- Compassionate and culturally-responsive; maintains an ability to work with diverse internal and external individuals and groups
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Advanced fluency with Microsoft Office Suite (especially Excel, Word, Outlook, Teams, and PowerPoint)
- Demonstrated comfort with technology, including but not limited to databases, project management, virtual meeting, and collaboration tools
Required Experience
- 3+ years’ experience providing complex administrative support
Preferred Experience
- Experience with OHSU or other non-profit, foundation, or university experience preferred
- Experience providing executive-level support preferred
We want to emphasize that there is no such thing as the perfect candidate; candidates who do not have all of the required experience are encouraged to apply.
Working Conditions
- Fast-paced office environment with frequent interruptions to work flow
- Hybrid schedule with regular (3 days per week) in-office work required
- Occasional hours outside of normal work hours for meetings or programs
- Travel to local Portland areas may be necessary (primarily OHSU campus)
Salary (Step I)
$66,164 - $79,397 USD
Pay
Salary is dependent on experience. Each salary band is broken into three "steps," which correspond with an employee’s experience/tenure, proficiency and performance in that specific role. New employees will typically start at step I of our pay band to allow for later growth, although more experienced candidates may be eligible to start at step II or III. The OHSU Foundation has a structured process for determining starting compensation, taking into account years of related experience, applicable skills, knowledge and abilities, market parity, and internal equity.
Benefits
The OHSU Foundation also offers an exceptional benefits package including:
- Comprehensive medical and dental insurance.
- Pension program (The Foundation contributes 12% of your annual salary to a pension);
- 22 days of paid vacation, 11 paid holidays, 1 float holiday and 2 days of volunteer time off;
- Professional development dollars for each employee;
- Hybrid work allowance and much more!
Plus, we have a flexible work environment for those who prefer a hybrid work schedule, and we close early on Fridays during the summer. Want to learn more about our other amazing benefits? Check out our benefits page to learn more about our benefits.
Please note that benefits may vary for employees residing outside of Oregon, Washington, Arkansas, Alaska and Arizona, and Nevada due to state-specific regulations and coverage differences. Employees located outside of these states may be required to work through a Professional Employer Organization (PEO).
Our Core Values
If you require support or reasonable accommodation during the application or recruitment process, please submit a request through our Accommodation Request Form.
The OHSU Foundation is an Equal Opportunity Employer
The OHSU Foundation is committed to being an equal opportunity, affirmative action organization. In keeping with our beliefs and values, no applicant will face discrimination or harassment on the basis of any protected class status, including color, age, current or future military status, disability (physical or mental), gender, gender identity, genetic information, marital status, national origin, pregnancy, race, religion, sexual orientation, veteran status, or any other status protected by law.
The OHSU Foundation, as required by law, is making available a copy of Employee Rights and Responsibilities under the Family and Medical Leave Act.
The OHSU Foundation participates in E-Verify. By law we are required to make available the Notice of E-Verify Participation and the Right to Work.
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