Executive Assistant

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 position 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 providing 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, more than 1,600 providers, and a health plan serving over 200,000 members. Its academic programs include schools and colleges in medicine, dentistry, nursing, pharmacy, and health. The organization reports more than two million patient visits annually and 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 anticipate and take initiative with minimal direction.
Ability to support the team and share responsibilities as needed.
Ability to exercise critical judgment and anticipate the needs of the executive director and other customers.
Ability to perform the essential functions of the position.
Ability to meet the stated working and physical requirements with or without an accommodation.

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 support for strategic initiatives, operational priorities, committees, and programs within the executive’s area of responsibility.
Assist with planning, tracking milestones, coordinating meetings, maintaining documentation, and monitoring deliverables for executive-sponsored initiatives.
Prepare reports, presentations, dashboards, and other materials to support executive decision-making.
Communicate consistently in writing and orally, responding to leaders, staff, and external contacts on behalf of supported executives according to 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 and support large meetings using Teams, Skype, or Zoom when needed.
Use multifunction printer/copier/scanner functions, desktop tools including a laptop and smartphone, and display devices in board or conference rooms.
Represent the Executive and UUHC Hospital Administration appropriately and demonstrate patience, professionalism, attentiveness, and emotional intelligence.
Review calendars and important meeting dates to plan necessary steps for positive outcomes; use automation tools when needed.
Structure agendas, meeting materials, and invitation lists.
Work collaboratively with other executive assistants and develop listening and cooperation skills.
Work with minimal oversight, demonstrate problem-solving skills, and adhere to scheduled hours.
Manage paper files and create an easy-to-use retrieval system; use tools such as Teams, shared folders, and Box for automation and file management.
Research topics using internet or library searches and summarize findings.
Anticipate executive and customer needs, exercise critical judgment, prioritize tasks, take initiative, and share responsibilities with the team as needed.