Executive Assistant

Overview

It may sound cliché, but it is true. A career taking care of cancer patients is a calling for most all of us. It's much more than a job. Each of us has a unique story that brought us to Compass Oncology, but those stories usually share common themes of care, compassion, and commitment. No matter the role, each Compass team member serves in, the goal is the same: to provide the best care possible for each and every one of our patients. If this sounds like you, please reach out to us. We can't wait to hear your story.

Compass Oncology is hiring for an Sr. Administrative Assistant who can provide high-level administrative and organizational support to the Executive Director and physician leadership of Compass Oncology. This role serves as a key resource for coordinating executive and Board activities, managing meetings and communications, preparing materials, and ensuring timely follow-through on priorities.

The ideal candidate is highly organized, proactive, detail-oriented, comfortable working with senior leaders and physicians, and able to manage multiple priorities while exercising excellent judgment and discretion.

• Employment Type: Full-Time, 40 Hours M-F
• Location: Compass Business Office (Vancouver, Washington)
• Salary Range: $21.47 - $39.62

Responsibilities

• Executive Support
• Provide direct administrative support to the Executive Director.
• Manage calendars, meetings, appointments, and competing priorities.
• Anticipate upcoming needs, deadlines, and required follow-up.
• Coordinate correspondence, presentations, reports, and other executive materials.
• Handle sensitive and confidential information with appropriate discretion.
• Track leadership expenses and submit expense reports
• Assist with special projects and organizational initiatives as assigned.

Executive, Board and Physician Leadership Support

Provide direct administrative support to the Executive Director, support physician leadership and other executives as needed.

• Coordinate Board, Executive Committee, leadership, and other key meetings.
• Develop agendas and organize pre-read materials in coordination with leadership.

Gather presentations and supporting materials from presenters and consolidate meeting materials.

• Coordinate meeting logistics, invitations, locations, meals, technology, and other needs.
• Maintain recurring meeting schedules and ensure materials are distributed in advance.
• Track follow-up items and assist with communication after meetings.

Assist with physician leadership and governance-related activities including managing records and contracts.

Coordinate meetings and materials involving internal and external partners.

Support physician recruiting, onboarding, leadership events, retreats, and other practice initiatives as needed.

Handle sensitive and confidential information with discretion.

Meeting and Event Coordination

Coordinate Board meetings, leadership meetings, retreats, physician events, and other organizational functions.

Coordinate company holiday and summer events, and ad hoc parties.

Manage invitations, attendance, meeting materials, venue arrangements, catering, and other logistics.

Partner with internal departments and external vendors to ensure events run smoothly.

Administrative and Organizational Support

Maintain well-organized electronic records, leadership documents, meeting materials, and historical information.

Assist with preparation and formatting of PowerPoint presentations, Word documents, spreadsheets, and other materials.

• Coordinate document review, routing, signatures, and distribution when needed.
• Identify opportunities to improve administrative workflows and organization.
• Provide backup or additional administrative support for leadership priorities as needed.

Qualifications

Education: Associate's degree in business, office administration, or secretarial program required.

Experience/Training

Minimum of (3) years of office administration experience required.

Strong technology skills including experience with Microsoft Office Suite, Sharepoint, Docusign, Zoom, etc. preferred.

Ability to think independently with a proactive and resourceful approach.

Experience with calendar management, meeting planning, travel arrangements and event planning preferred.

Experience with maintenance of legal documents, contracts, confidential files, etc. preferred.

More About The Company

Compass Oncology team brings together leading cancer experts in the fields of surgical, medical and radiation oncology, and supportive care to provide the most comprehensive cancer care possible and an even more cohesive patient experience. In addition, the majority of our physicians specialize in particular cancer types, bringing a heightened level of expertise to our patients. If you are a dedicated, team-oriented, patient-centered individual looking for an opportunity where you are proud of what you do, work hard, have fun, want to learn and go home at the end of the day knowing you made a difference in the lives of our patients; Compass Oncology is the place for you!

As a member of The US Oncology Network, one of the nation's largest community-based cancer treatment and research networks, Compass Oncology participates in leading-edge clinical trials through Sarah Cannon Research Institute. We proudly serve the Portland and Vancouver communities with clinical offices located throughout the metro area.

To learn more about Compass Oncology and its daily mission, please visit our website at https://compassoncology.com/

The US Oncology Network is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, some bending, stooping and stretching. Requires occasional lifting of up to 30 pounds. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires hearing and vision corrected to normal range.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment and involves frequent contact with management and staff.