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 depending on the executives supported and their 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, more than 1,600 providers, and a health plan serving over 200,000 members. It includes schools and colleges providing education and training for more than 1,250 providers annually, records over 2 million patient visits each year, 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 perform the essential functions of the job.
Ability to multi-task and prioritize in an organized fashion.
Ability to anticipate and take initiative, work with minimal direction, and exercise critical judgment.
Ability to support the team, including other Executive Assistants and Executives, and share responsibilities as needed.
Ability to meet the position's requirements with or without an accommodation.
Listening and speaking abilities.

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.
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 discussions as action items; create PowerPoint presentations.
Support large meetings using Teams, Skype, or Zoom when needed.
Use multifunction printer/copier/scanner functions, desktop tools, laptops, smartphones, and board or conference room display devices.
Represent the executive and UUHC Hospital Administration with patience, professionalism, attentiveness, and emotional intelligence.
Review calendars and important meeting dates to plan for positive outcomes; use automation tools when needed.
Structure agendas, meeting materials, and invitation lists.
Work collaboratively with other executive assistants, demonstrating listening and cooperation skills and sharing responsibilities as needed.
Work with minimal oversight, solve problems, and adhere to scheduled hours.
Manage paper files and create systems for easy retrieval, using automation and shared tools such as Teams, shared folders, or Box.
Research topics using internet or library searches and summarize findings.
Multi-task and prioritize in an organized fashion, anticipate needs, take initiative, and exercise critical judgment.