Overview

Under minimal supervision, the Executive Assistant provides diverse complex administrative support and manages the office affairs of an executive or supports at least three (3) directors, requiring a thorough understanding of regional policies and procedures. This position will be supporting Office of Legal Affairs.

Join our Medical Group

Northwest Permanente is a self-governed, physician-led, multi-specialty group of 1,500 physicians, surgeons, and clinicians, caring for 630,000 members in Oregon and Southwest Washington. Kaiser Permanente is one of the nation's preeminent health care systems, a benchmark for comprehensive, integrated, value-based, and high-quality care.

Responsibilities

Major Responsibilities/Essential Functions

• Provide administrative support for the executive/directors, acting as intermediary, and personally handling routine matters by transmitting messages, orders, and requests, both written and verbal, between the executive/director and other regional, area and local administrators and with interregional and Program Office representatives. Provide liaison assistance, locate information, procedural assistance, and serve as central contact and communications liaison.
• Provide support or be responsible for independently coordinating logistics of projects as assigned. Coordinate project deliverables/issues with key stakeholders. Facilitate project meetings and report meeting minutes, decisions made, and action plans. Identify and support work to remove barriers to successful completion of the overall project. Make ad hoc recommendations for project management improvements. May coordinate, review and oversee work assignments of other administrative staff. Serves as a central contact/liaison for a division working with other executive/directors and managers to coordinate project, research and resolve issues.
• Support functional area Leadership Team. Attend and participate in Leadership Team meetings. Support the preparation of meeting material; take confidential minutes, track assignments, follow-up activities and actions agreed upon by the team. Monitor and coordinate assignments and ongoing work to ensure timely and appropriate action. Support the planning and implementation of executive level leadership activities.
• Maintain appointment calendar for executive/directors. Routinely juggle multiple competing appointments. Make decisions about prioritizing critical appointments with key staff and regional leadership. Arrange and carry out conference and committee meetings locally and regionally. Coordinate, prioritize and confirm upcoming meetings. Arrange meetings to optimize leader's effectiveness, allowing time for other priorities and responsibilities.
• Answer, evaluate and triage calls from many different sources, including concerns or complaints that are directed to the executive/director's office. Make decisions about routing of important calls when leader is not available.
• Respond to routine daily correspondence. Sign on behalf of the executive/directors as delegated on correspondence and other appropriate documents. Thoroughly review all incoming materials to ensure that proper action is taken, including routing and signatures.
• Assist in completing, distributing and tracking various reports. This includes preparing and managing performance reviews and accountabilities for executive/directors staff by gathering, organizing, and compiling information. Oversee completion of monthly expense reports and budget tracking for leader's functional area.
• Coordinate travel arrangements for the executive/directors and other senior staff members. May meet with Hotel Directors of Sales to coordinate meeting locations, visual aid requirements, luncheons, etc. Arrange travel and meetings for high-level visitors.
• Performs other related duties as assigned and required.

Qualifications

Minimum Education

• Bachelor's degree, OR four (4) years of experience in a directly related field
• High School Diploma or General Education Development (GED) required

Minimum Work Experience

• Minimum five (5) years progressively responsible administrative/executive assistant level experience

Preferred Work Experience

• Minimum seven (7) years of executive level administrative support experience in an administrative assistant, executive secretary, or related position
• Comprehensive knowledge of executive/secretarial systems, processes and procedures in a large complex organization
• Thorough knowledge of Kaiser Permanente (KP) Northwest Region and familiarity with each of the Program's established Regions
• Expert knowledge of executive/secretarial systems, processes and procedures in a large complex organization
• Thorough knowledge of organizational practices
• Ability to work in a busy office environment with conflicting demands, and to work under pressure with strict deadlines
• Ability to function independently with little or no supervision
• Expert knowledge of Microsoft Word, Excel, PowerPoint and Access
• Working dictation skills
• Strong Communication and organizational skills

Additional Requirements

• Working knowledge of Kaiser Permanente (KP) Northwest and familiarity with each of the Program's established Regions
• Comprehensive knowledge of executive level secretarial procedures
• Thorough knowledge of word processing applications and working knowledge of Microsoft Excel and Microsoft PowerPoint
• Working knowledge of hotel, airlines, and auto reservation processes
• Comprehensive written and oral communication skills and excellent problem solving skills
• Analytical skills including strong mathematical skills
• Judgment and tact in handling messages to and from Program Office, Division Office, and interdivisional personnel
• Demonstrated strong time management, organization, project management and prioritization skills, and ability to work independently in a self-directed manner, with attention to detail and follow through
• Ability to be flexible, detail oriented and anticipate needs of manager
• Ability to manage multiple tasks simultaneously and handle sensitive and confidential information in a discreet manner
• Ability to work with all levels of staff and demonstrate appropriate assertiveness
• Experience with progressive responsibility and increasing scope of duties and discretion, which must include independent and self-directed work experience
• Proven experience coordinating or managing projects

Equal Opportunity Employer

At Northwest Permanente, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Northwest Permanente believes that equity, inclusion, and diversity among our employees are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.