Executive Assistant to the CEO

University of Washington•Seattle, WA

19h•Hybrid

About The Position

UW MEDICAL CENTER has an outstanding opportunity for an Executive Assistant to the CEO and other Executives. This position provides executive-level assistance and administrative support to the Chief Executive Officer of University of Washington Medical Center, the Chief Quality Officer and Program Administrator of Transplant Services. The Executive Assistant plays a crucial role in keeping the hospital running smoothly by managing the UWMC CEO's and the other executives supported, schedules and ensuring everything aligns with established priorities. This role independently arranges and coordinates committee meetings, special events, open forums, and other hospital activities. It also schedules appropriate accommodation, orders/operates equipment, and coordinates logistical activities as needed. The position independently plans, coordinates, and implements policies and procedures to support UWMC Administration so that all regulatory requirements are met. The Executive Assistant acts as a communication liaison with State officials (including the Governor’s office), University Leadership, and community leaders as needed. They also act as a liaison for the Board of Trustees, ensuring smooth communication and coordination. The role requires operating independently, making decisions and taking actions with delegated authority to support high-level executives, including the CEO. The Executive Assistant is required to handle sensitive and high-priority tasks with discretion, foster relationships with community leaders and elected officials, representing UWMC in interactions with UWM leaders, King County, the State of Washington, and other community entities. This role prepares and escalates issues, including researching, collecting data, and providing recommendations for action in a timely manner, including inquiries, comments, and complaints. The Executive Assistant composes, edits, and types draft letters and final versions of correspondence, reports, memos, letters, and meeting agendas, and records, composes and edits meetings notes as requested. The role may also assist in preparing, interpreting, analyzing and monitoring budgets, and approving expenditures on the departmental budget as assigned.

Requirements

Bachelor’s degree
4 to 5 years of progressively responsible executive administrative support experience in a large, complex organization
Experience in program management and office operations management responsibilities
Experience reporting to a Director level or above
Proficiency with the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
Proficient with Outlook, Teams and Zoom
Ability to handle executive level confidential information with high level of tact, discretion, and diplomacy
Ability to work under pressure of frequent deadlines, constant interruption, and changing priorities in a high-volume academic healthcare setting
Excellent verbal and written communication skills, including a professional demeanor and demonstrated competency in preparation of professional reports
Demonstrated track record of exercising good judgment and taking the appropriate initiative, discretion within the scope of the position
An equivalent combination of education and experience may substitute for stated requirements

Nice To Haves

SharePoint editing and creating
Experience with SharePoint not necessary

Responsibilities

Manages the UWMC CEO's and other supported executives' schedules, ensuring alignment with established priorities.
Independently arranges and coordinates committee meetings, special events, open forums, and other hospital activities.
Schedules appropriate accommodation, orders/operates equipment, and coordinates logistical activities.
Independently plans, coordinates, and implements policies and procedures to support UWMC Administration and meet regulatory requirements.
Acts as a communication liaison with State officials, University Leadership, and community leaders.
Serves as a liaison for the Board of Trustees, ensuring smooth communication and coordination.
Operates independently, making decisions and taking actions with delegated authority to support high-level executives.
Handles sensitive and high-priority tasks with discretion.
Fosters relationships with community leaders and elected officials, representing UWMC.
Prepares and escalates issues, including researching, collecting data, and providing recommendations.
Composes, edits, and types draft letters and final versions of correspondence, reports, memos, letters, and meeting agendas.
Records, composes, and edits meeting notes.
May assist in preparing, interpreting, analyzing, and monitoring budgets, and approving expenditures on the departmental budget as assigned.