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 role serves as a trusted partner by managing executive operations, coordinating complex activities, facilitating communication, and supporting strategic priorities and organizational initiatives. Responsibilities may vary based on the executive(s) supported and the 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 that educate and train providers, and 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 perform the essential functions of the job.
Ability to multi-task and prioritize in an organized fashion.
Ability to anticipate needs, take initiative, and function 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.

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, using 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.
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.
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 and support large meetings using Teams, Skype, or Zoom when needed.
Use multifunction printers, copiers, and scanners, desktop tools, laptops, smartphones, and conference-room display devices.
Represent the executive and UUHC Hospital Administration with patience, professionalism, attentiveness, and emotional intelligence.
Review calendars and important meeting dates, plan necessary steps, use automation tools when needed, and structure agendas, meeting materials, and invitation lists.
Collaborate with other executive assistants, develop listening and cooperation skills, and share responsibilities as needed.
Work with minimal oversight, solve problems, and adhere to scheduled hours.
Manage paper files and establish systems for easy retrieval, using automation and shared resources such as Teams, shared folders, or Box.
Research topics using internet or library searches and summarize findings.
Multi-task and prioritize in an organized manner, anticipate needs, exercise critical judgment, and take initiative with minimal direction.