Executive Assistant to the Executive Director

7 days ago

Portland, Oregon, United States University of Oregon Full time
Executive Assistant to the Executive Director

Apply now Job no: 533784

Work type:
Officer of Administration

Location:
Portland, OR

Categories:
Administrative/Professional, Administrative/Office Support, Child Development, Education, Psychology

Department:
The Ballmer Institute for Children's Behavioral Health

Appointment Type and Duration:
Regular, Ongoing

Salary:
Range starts at $55,000 per year; commensurate with experience

Compensation Band:
OS-OA05-Fiscal Year

FTE:
1.0

Application Review Begins

May 17, 2024; position open until filled.

Special Instructions to Applicants

To ensure consideration, complete applications must include the following along with the online application:

  • A cover letter highlighting how your knowledge, skills, and experience qualify you for the requirements, competencies, and if applicable, preferred qualifications outlined in the job announcement.
  • A resume of your professional work experience, education, and applicable certifications.
The online application includes the name and contact information of at least three professional references. The candidate will be notified prior to references being contacted.

Department Summary


The Ballmer Institute for Children's Behavioral Health at the University of Oregon Portland establishes a new national model for behavioral healthcare for children and families by creating the nation's first undergraduate program in child behavioral health.

The institute prioritizes the needs of youth who have been historically or persistently underserved and seeks to make real system change by:

creating a new mental health profession that addresses existing barriers and gaps in mental health services, delivering supports in schools and the community, training existing youth-serving professionals, developing new approaches to support child behavioral health, and transforming the Pacific Northwest into a national model of thought and action.


Launched in March 2022, this groundbreaking institute was made possible by an extraordinary gift from Connie and Steve Ballmer, co-founders of Ballmer Group Philanthropy.

Position Summary


The Executive Assistant to the Executive Director (EA) provides confidential and executive-level administrative support to the Executive Director of the Ballmer Institute for Children's Behavioral Health.

This position is responsible for a broad set of assignments and is expected to handle many sensitive and confidential issues.

The Executive Assistant is responsible for effectively managing and scheduling the Executive Director's extensive meeting schedules while maintaining the ability to react to quickly emerging issues.

This position serves a critical coordination role of the Executive Director's external-facing presentations and meeting schedule as it relates to external affairs including community outreach, donor development, and public affairs.


The Executive Assistant also serves as a communications link with internal and external constituents including government officials, community leaders, donors, and friends of the University of Oregon, including state officials, university administration, faculty, staff, and students within UO.

The EA serves as the primary contact for all matters related to the Executive Director's schedule and activities in consultation with the Executive Director's Chief of Staff, and as such, must possess excellent oral and written communication skills, be well grounded in the institute's mission and exhibit well-developed skills in diplomacy, tact, and team building.


The EA provides critical background information to the Executive Director prior to meetings, ensuring the Executive Director has the necessary context on the meeting goals and participants.

The EA serves as the designated records steward for the Ballmer Institute and manages the administrative processes for onboarding, faculty review for promotion and tenure in collaboration with faculty leadership, and general office management.

The EA reports to the Senior Director and COS.

The Executive Assistant may work outside the traditional workweek, including evenings and weekends.

Minimum Requirements

  • Bachelor's degree
  • Three years' experience providing confidential executive support that includes experience managing a calendar for an executive level position or office and/or project management experience with increasing responsibility.
An equivalent combination of skills, experience, education, and training will be considered when assessing minimum qualifications.

Professional Competencies

  • Excellent oral and written communication skills, especially related to drafting correspondence, taking meeting notes, and creating daily executive briefings.
  • Ability to prioritize tasks, work independently, manage projects and initiatives, and solve problems.
  • Actively support the enhancement of diverse learning and working environments.
  • Excellent organizational skills, attention to detail, and ability to exercise discretion and sound judgment.
  • Ability and commitment to work effectively with students, faculty, and staff from a variety of diverse backgrounds in support of creating and fostering a welcoming and inclusive environment.
  • Well-developed skills in diplomacy, tact, team building, and maintaining composure under pressure.
  • Proficiency with Microsoft Office applications, including Outlook for email and calendaring.
  • Flexibility to shift directions quickly when priorities change and deliver against tight deadlines.
  • Integrity in dealing with sensitive and confidential information.
  • Understanding of faculty roles and ranks, including promotion and tenure.
Preferred Qualifications

  • Experience working in a higher education setting.
  • Experience supporting faculty promotion and tenure processes.
  • Knowledge of University of Oregon policies and procedures.
  • Experience with handling travel arrangements and managing expense reporting.

FLSA Exempt:
Yes

All offers of employment are contingent upon successful completion of a background inquiry.


The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off.

For more information about benefits, visit


The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA.

The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.

The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at or


UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies.

Retaliation is prohibited by UO policy.

Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights.

Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.


In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services.

The Annual Campus Security and Fire Safety Report is available online at

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