Senior Executive Assistant

MultiCare Health System•Tacoma, WA

11d

About The Position

The Executive Assistant to the President proactively takes charge of the President’s day-to-day schedule and activities while anticipating needs, making well-informed decisions and meeting deliverables. The Executive Assistant assists the President to manage special projects of a breadth and complexity requiring analytic expertise and work across organizational boundaries and awareness of external dynamics. The incumbent assists the President to meet critical deadlines and shifting priorities by providing high-level administrative and time management support activities to include: scheduling/calendaring, making travel arrangements, screening and prioritizing calls, keeping all aspects of communication flow accurate, organized and efficient. This position also support president’s office annual business cycle of activities and performance review cycles. This position requires must understand business priorities and identify process improvements to create efficiency and scale. It requires attention to detail; strong customer service skills; and discretion and good judgment when dealing with sensitive, privileged, and confidential information

Requirements

Associates degree; equivalent years of experience or combination of experience and vocational secretarial coursework completion will be considered in lieu of degree
Five years high level administrative assistant or secretarial experience, in a health care setting preferred

Nice To Haves

BA degree preferred

Responsibilities

Provides high level administrative support to include; creating agendas; taking and preparing meeting minutes; processing incoming and outgoing communications; completing weekly and monthly reports on a variety of projects.
Performs complex calendar management/scheduling activities; makes/coordinates travel arrangements for business needs.
Coordinates executive committee meeting logistics including: collection, preparation, and dissemination of briefing materials.
Compiles data, and prepares papers for consideration at meetings and for the board of directors.
Attends and records minutes of committee and management meetings, as required.
Writes, edits, formats, prints and distributes minutes in a timely fashion.
Coordinates the finalization of minutes with relevant managers.
Completes special project responsibilities as defined by the President.
Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Represents the President and/or meets with individuals, special interest groups and others on behalf of the President using discretion, judgment and confidentiality in all matters; Assesses needs based on competing demands; prioritizes access to the Executive’s schedule.
Tracking president’s direct reports progress against various initiatives and targets
Supporting the president’s office by owning coffee chat tracking and KPIs; End of year accomplishments from my direct reports; ALL IN feedback gathering and other activities as needed.