Executive Assistant- HMHI

University of Utah Health•Salt Lake City, UT

About The Position

The Executive Assistant provides high-level administrative, operational, and project support to one or more executive leaders within University of Utah Health. The role serves as a trusted partner by managing executive operations, coordinating complex activities, facilitating communication, and supporting strategic priorities and organizational initiatives. Duties may vary according to the executive(s) supported and functional area while maintaining consistent administrative and operational support across the Executive Suite. University of Utah Health is an integrated academic healthcare system with five hospitals, eleven community health centers, over 1,600 providers, and a health plan serving over 200,000 members. It includes schools and colleges that provide education and training for over 1,250 providers annually, records over 2 million patient visits annually, and receives research grants exceeding $350 million.

Requirements

Associate's degree or equivalency.
Four years of Executive Assistant experience or equivalency.
Strong Microsoft Office skills, including PowerPoint, Excel, and Outlook.
Well-established human relations, effective communication, and public relations skills.
Writing and PowerPoint skills.
Ability to multitask and prioritize in an organized fashion.
Ability to take initiative and work with minimal direction.
Ability to support the team and share responsibilities as needed.
Ability to exercise critical judgment and anticipate the needs of executives and other customers.
Ability to perform the essential functions of the job.

Nice To Haves

Bachelor's degree in Business, Finance, or a related field, or equivalency.

Responsibilities

Provide comprehensive administrative support to one or more executive leaders, exercising sound judgment, discretion, and professionalism.
Manage complex calendars, scheduling priorities, travel arrangements, and meeting logistics.
Coordinate executive correspondence, prioritize requests, and ensure timely follow-up on action items.
Represent the executive professionally when interacting with internal and external stakeholders.
Provide administrative and project coordination for strategic initiatives, operational priorities, committees, and programs.
Plan and track milestones, coordinate meetings, maintain documentation, and monitor deliverables for executive-sponsored initiatives.
Prepare reports, presentations, dashboards, and other materials to support executive decision-making.
Respond to leaders, staff, and external contacts on behalf of supported executives, following their communication preferences.
Edit and proofread communications for grammar, spelling, and behavioral standards.
Take meeting notes and summarize them as action items; create PowerPoint presentations.
Support large meetings using Teams, Skype, or Zoom as needed.
Use multifunction printers/copiers/scanners, desktop tools, laptops, smartphones, and conference-room display devices.
Represent the Executive and UUHC Hospital Administration while demonstrating patience, professionalism, attentiveness, and emotional intelligence.
Review calendars and important meeting dates and plan steps for positive outcomes; use automation tools as needed.
Structure agendas, meeting materials, and invitation lists.
Collaborate with other executive assistants, demonstrating listening and cooperation and sharing responsibilities as needed.
Work with minimal oversight, solve problems, and adhere to scheduled hours.
Manage paper files and maintain systems for easy retrieval, leveraging tools such as Teams, shared folders, and Box.
Research topics using internet or library searches and summarize findings.
Anticipate executive and customer needs, exercise critical judgment, and prioritize multiple tasks in an organized fashion.