Overview

The Executive Assistant in support of the Regional Administration team, provides administrative support to the Chief People Officer, Chief Medical Information Officer, Department of Medical Informatics, and VP of Quality. In addition, this role provides administrative support for space planning and other executive leadership coverage. This role requires a high degree of diplomacy and tact with great communication skills, as the Executive Assistant works with multiple teams and contacts throughout the company. This position requires proficient document creation and formatting, including memorandums, summaries and presentations. The professional in this role will leverage technology to create efficiencies in administrative processes and will provide a can-do approach to shifting priorities with a customer service outlook.This is a hybrid position that is a blend of working both remotely and in office. Must reside in the Northwest Service Region (Oregon or Washington).Major Responsibilities / Essential Functions -

• Provides complex executive administrative support by acting as intermediary and personally handling routine matters, by transmitting messages and requests, both written and verbal, between senior organizational leaders and area and local administrators.
• Offers liaison assistance, locates information, provides procedural assistance, and serves as central contact and communications point across the senior leadership team.
• Takes a major role in independently coordinating and overseeing logistics of projects as assigned.
• Coordinates project deliverables/issues with key stakeholders.
• Facilitates project meetings and reports meeting minutes, decisions made, action plans. Identifies and works to remove barriers to successful completion of the overall project.
• Makes ad-hoc recommendations for project management improvements related to productivity, performance, best practices and morale.
• Delegates and coordinates work assignments to other administrative staff and oversees completion of assignments.
• Attends and participates in Leadership Team meetings. Oversees preparation of meeting material; takes confidential minutes, tracks assignments and provides follow-up activities and actions agreed upon by the team.
• Monitors and coordinates assignments and ongoing work to ensure timely and appropriate action.
• Manages complex appointment calendars. Coordinates, prioritizes and confirms upcoming meetings. Arranges meetings to optimize leader's effectiveness, allowing time for other priorities and responsibilities.
• Assists in tracking and completing various reports. This includes preparing and managing performance reviews and accountabilities for the Executive-level staff by gathering, organizing, and compiling information.
• Oversees completion of monthly expense reports and budget tracking for leaders' functional areas.
• Prepares and distributes documents and reports using a variety of systems.
• Assists in coordinating the development of presentations and other documents for use in professional committees, appointments, speaking engagements, etc.
• Coordinates travel arrangements for senior staff members.

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.
• 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.

Additional Requirements -

• Comprehensive knowledge of executive level administrative procedures.
• Comprehensive written and oral communication skills and excellent problem-solving skills. Analytical skills including strong mathematical skills.
• Demonstrated strong time management, organization, project management and prioritization skills, and ability to work independently and 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.
• Proven ability to work independently and in a self-directed manner, with attention to detail and follow through.

Preferred Experience -

• Minimum seven (7) years of executive level administrative support experience in an administrative assistant, executive secretary, or related position.
• Comprehensive knowledge of executive/administrative systems, processes and procedures in a large complex organization.
• 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.
• Strong communication and organizational skills.

Join Our Medical GroupNorthwest 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.Equal Opportunity EmployerAt 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.

Qualifications

At Northwest Permanente, P.C., 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, P.C. believes that diversity, inclusion, and equity among our employees is critical to our success and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.