Description
JOB SUMMARY
This professional creates efficiency and effectiveness for multiple medical executives and maintains a portfolio of project work that is related to their assigned medical leaders' areas of focus. Core duties include complex calendar management, travel, expense reporting, and meeting management. Project work may include communication projects, research and data gathering, event support, database management, presentation prep, team/individual recognition, and time-sensitive work that arises with rapid business changes.
The executive assistant is responsible for prioritizing incoming requests from the executives' internal and external networks. They need excellent judgement to juggle commitments for the day, week, month, and year, managing expectations for their executives' availability and participation in mission-critical work. They must work diplomatically and effectively with the medical executives' operating partners in the health plan, helping to maintain strong alignment among partner leaders and their staff.
The executive assistant proactively notifies executives of issues that require immediate attention; anticipates the executive's upcoming needs; makes basic commitments on the executive's behalf when interfacing with internal and external contacts; and independently resolves simple conflicts with the executive's best interests in mind.
WPMG's senior medical leaders are involved in many cross-functional and inter-regional workgroups, so the executive assistant must work proactively and collaboratively with other executive teams and workgroup leads across Washington and in KP's other seven regions. For medical leaders who maintain a part-time clinical practice, the executive assistant must liaison with clinic scheduling managers to anticipate and coordinate schedule changes, avoiding negative impacts on patients.
To be effective in this role, the successful candidate must have a very high comfort level with technology so they can troubleshoot the office and personal technology needs of their executives in the moment. This person is part of a collaborative team of executive assistants who cross-train to cover each other, maintaining a reliable backup system for illnesses and absences.
Hybrid/remote work is permitted, and the candidate must remain flexible to come to work in-person at WPMG headquarters in Renton, Washington as the needs of their executives dictate.
PRINCIPAL DUTIES & RESPONSIBILITIES
Responsibility
Description
Collaboration and Change Management
· Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes.
· Supports and responds to the needs of others to support a business outcome. Collaborates cross functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information.
· Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and
· implements ways to address improvement opportunities for team.
· Provides mentoring to team members. Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples.
· Supports their leaders in change management by staying informed about their areas of focus, keeping sensitive information confidential until directed to share; and appropriately representing the leader's key messages to support change.
Calendar Management & Planning
· Allocates executives' time appropriately to help them prioritize.
· Keeps executives proactively informed of incoming changes to schedules
· Manages complex scheduling and travel arrangements for individuals and groups, learning and following travel policies and guidelines.
· Develops relationships with leaders' assistants and an understanding of organizational hierarchy when coordinating and calendaring meetings for directors and their direct teams, independently.
Technology capability
· Plans and runs virtual and hybrid meetings with a range of participants, often with large audiences or multiple participant sites.
· Keeps up to speed on changes in videoconferencing, online collaboration tools, and multiple virtual meeting platforms
· Comfort with technology to provide hands-on help to executives in the moment
· Helps executives set up new devices with the optimal access to needed information.
· Has routine consults with IT field technicians and phone support, escalating problems that they cannot solve themselves, ensuring prompt resolution.
Committee & Meeting Support
· Provides support for a range of meetings in which their executives have lead roles, including materials creation, agendas, organizing physical and virtual meeting logistics, and ordering meals.
· independently plans coordination and execution of audiovisual equipment, conference rooms, and catering for events, with review by team or manager
· Distributes agendas, takes meeting minutes, summarizes and finalizes meeting summaries, and coordinates guest presentations in department meetings.
· Contributes to cross-organizational event execution by assisting senior colleagues in gathering materials, planning, and arranging on site or virtual gatherings that involve multiple Kaiser Permanente entities or leadership teams
· Large corporate event support, as part of event production teams.
Report & Communication Development
· Independently plans and executes information dissemination by: drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager.
· Enacts data maintenance and management by integrating department data and documentation retention policies into all products. labeling, sorting, and maintaining the integrity of department files, independently; and utilizing a variety of software and databases to retrieve required information to write detailed reports
· Develops reports and materials for executives to submit for key meetings.
· May plan and outsource special printing or mailing projects
General Office Coordination
· Reconciles executives' expense reports monthly; keeps up on expense policy changes.
· Coordinates with facilities services when there are office moves and space changes.
· Creates and maintains a clutter-free, welcoming environment for colleagues and customers.
· May work with a range of vendors to source special supplies.
Executive assignments
· Supports senior medical executives who are the direct reports of the WPMG CEO and Executive Medical Director
· May support select medical directors at a lower reporting level, based on organizational needs
· An EA's roster of leaders may shift over time, depending on organizational changes.
JOB SPECIFICATIONS
EDUCATION
REQUIRED
DESCRIPTION
PREFERRED
Minimum:
Two-year associate degree OR successful completion of post-high school business or administrative professional certificate program
BA/BS or equivalent combination of education and experience.
EXPERIENCE
REQUIRED
DESCRIPTION
PREFERRED
Minimum:
Three years' experience in administrative support or related field.
Minimum 1 year experience in support of executive or senior leaders.
Advanced skill in Microsoft Office software programs and online communication / collaboration tools.
Experience supporting Kaiser Permanente senior leaders plus project planning experience.
Experience in health care setting
Compensation and Benefits
- Salary Range: $76,763 -$91,289 (salary will be prorated based on FTE, new hire salaries will be based on factors such as education, training and experience.)
- Generous Employer Retirement Contributions: Upon eligibility WPMG will contribute to your 401(K) with additional employee contributions being optional
- Cash Balance Plan: Additional means to save for retirement
- Market-leading health Benefits
- Generous Paid Time Off
KNOWLEDGE & SKILLS
Knowledge: Areas of specialty or expertise (e.g., intermediate knowledge of research methodology and data collection modalities)
Skills: Abilities needed to execute job duties (e.g., advanced writing and documentation skills)
KNOWLEDGE/SKILL
DESCRIPTION
REQUIRED/PREFERRED
Continuous Improvement
· Maintains and builds skills necessary to perform job functions over time.
· Continually looks for ways to improve processes, fosters innovation and learning.
· Encourages innovation, respectfully listens to and acknowledges ideas of others.
Required
Accountability
· Is on time and keeps commitments.
· Consistently manages assigned workload and prioritizes effectively.
· Engages fully in work, researches solutions, and takes independent action when needed.
· Acknowledges mistakes and seeks help when needed.
· Anticipates problems, proactively offers choices and solutions
Required
Relationships
· Maintains good working relationships with both external and internal contacts at all levels of the organization.
· Treats all co-workers and customers with diplomacy, fairness, dignity, and respect.
· Accepts suggestions and criticism in a cooperative and positive manner.
· Works collaboratively with team members and others to achieve identified goals and objectives.
· Capable of addressing and resolving conflict with honesty and courage.
Required
Expertise
· Learns the priorities of the organization.
· Demonstrates proficiency in the duties of the job
· Shares expertise and best practices with others.
· Reviews facts and data, using evidence and experience to make decisions.
· Continually looks for ways to improve processes and learn.
Required
Service Excellence
· Learns and practices the KP Service standards: Know me, Respect me, Guide me.
· Follows through to see if customer needs were met and keeps them informed of status.
· Timely when responding to voicemail and e-mail.
· Expresses ideas clearly and accurately both orally and in writing.
· Respectfully listens to multiple points of view, acts inclusively with all colleagues and customers.
Required
DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all of the responsibilities, duties, and skills required. The time devoted to the activities listed may be changed and other duties may be assigned.Apply on company website
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