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. Responsibilities may vary based on the executive(s) supported and the 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. Its academic programs include schools and colleges that educate and train over 1,250 providers annually. The organization reports over 2 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 needs, take initiative, and function with minimal direction.
Ability to exercise critical judgment and anticipate the needs of the executive director and other customers.
Ability to support the team, including other Executive Assistants and Executives, and share responsibilities as needed.
Ability to perform the essential functions of the job as outlined in the position description.
Ability to meet the position’s physical requirements, with or without an accommodation, including listening and speaking.

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 within the executive’s area of responsibility.
Assist in 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 using their communication preferences.
Edit and proofread communications for grammar and spelling and ensure they meet 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 including laptops and smartphones; 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, plan necessary steps, use automation tools as needed, and structure agendas, meeting materials, and invitation lists.
Work collaboratively with other executive assistants, developing listening and cooperation skills and sharing responsibilities as needed.
Work with minimal oversight, demonstrate problem-solving skills, and adhere to scheduled hours.
Manage paper files and create an easy-retrieval system, using automation and tools such as Teams, shared folders, and Box.
Research topics using internet or library searches and summarize findings.