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Administrative Executive

2 months ago

Portland, Oregon, United States DoveLewis Veterinary Emergency and Specialty Hospital Full time

DoveLewis Veterinary Emergency and Specialty Hospital is seeking an Executive Assistant to provide essential support to our President and Chief Executive Officer, as well as our Board of Directors.

DoveLewis stands as one of the largest single-location veterinary facilities in the nation. As a non-profit organization devoid of private equity or corporate investors, we have cultivated a collaborative community dedicated to serving every animal and the individuals who care for them, including our staff.

We are an AHAA-accredited, VECCS Level 1 Emergency and Specialty Hospital. With a dedicated team of over 200 professionals, including more than 13 veterinary specialists and 6 veterinary technician specialists, we have been delivering exceptional care for over 50 years.

Position Overview:

In the role of Executive Assistant, you will be tasked with providing comprehensive administrative support to the President and Chief Executive Officer (CEO). Your responsibilities will encompass planning, budgeting, scheduling, overseeing, and documenting various projects across DoveLewis. Additionally, you will assist the CEO by organizing and preparing meetings, drafting correspondence, producing corporate documents, preparing presentation materials, generating reports, arranging travel, managing budgets, and performing general office duties. This position will also involve supporting the Board of Directors by preparing for meetings, transcribing minutes, and assembling Board material packets.

Compensation: $26-$32/hr based on education, certifications, and experience.

Work Environment: This position primarily operates on-site at our hospital, with the option to work remotely up to 2 days per week on average.

Ideal Candidate Profile:

The ideal candidate for this position is an adaptable critical thinker who excels in problem-solving and possesses strong interpersonal communication skills. You have a proven track record in managing executive schedules and are highly organized with meticulous attention to detail. You are capable of working independently while also valuing collaboration within a larger team, and you understand how to navigate interactions with individuals at all levels of an organization diplomatically.

A genuine love for all animals and an appreciation for the human-animal bond are essential.

Qualifications and Experience:

  • 5+ years of experience in executive support roles.
  • 5+ years of experience providing administrative assistance in a professional setting or equivalent.
  • Proficiency in various administrative, scheduling, and practice management software. Preferred software includes:
    • Microsoft Office - particularly Word, Outlook, Teams, Excel
    • Asana
    • Experience with other similar platforms will also be considered.
  • Demonstrated ability to be self-driven and make independent decisions throughout the workday.
  • High school diploma or equivalent; any suitably equivalent combination of experience or education may substitute for the above.

Desired Skills and Abilities:

  • Exceptional organizational skills, including attention to detail and the ability to multitask.
  • Strong time management, strategic planning, decision-making, and analytical skills.
  • Capability to gather, create, analyze, and summarize data for reports and spreadsheets.
  • Excellent verbal and written communication skills.
  • Able to work both independently and collaboratively within a team.
  • Experience working with high-level executives in a professional, fast-paced environment, with the ability to communicate effectively with individuals at all organizational levels.
  • High level of interpersonal skills to manage sensitive and confidential situations appropriately, demonstrating poise, tact, and diplomacy.
  • Proficient in a variety of computer software applications, including Outlook, Word, Excel, Access, PowerPoint, and Project.
  • Ability to maintain organized files.
  • Knowledge of standard office administrative procedures and the ability to devise solutions to various administrative challenges.
  • Familiarity with the operation of standard office equipment.

What We Offer:

  • Being part of a nonprofit organization that reinvests in its staff, services, and resources.
  • Student Loan Repayment Program (eligibility in your first month).
  • Public Service Loan Forgiveness qualified employer.
  • 403b Plan with equitable employer contributions for all staff.
  • Generous veterinary discount.
  • Medical, Dental, and Vision Insurance.
  • Mental Health insurance with $0 copays for in-network providers.
  • Short-Term and Long-Term Disability coverage.
  • Life Insurance.
  • Flexible Spending Account.
  • Paid vacation and sick leave.
  • Holiday pay.
  • Bereavement leave, including time off for the loss of a pet.

Application Process:

To be considered for this position, candidates must complete the online application and upload a resume. Applications without a completed online form will not be reviewed.

DoveLewis is an equal opportunity employer committed to workforce diversity and maintaining a drug-free workplace. A pre-employment drug screening is required.