Executive Assistant
Renton, WA Renton, WA Full-time Full-time $63,857 - $96,426 a year $63,857 - $96,426 a year 10 days ago 10 days ago 10 days ago Job Title:
Executive Assistant Req:
2023-0748 Location:
VMC Main Campus Department:
Administration Shift:
Days Type:
Full Time FTE:
1 Hours:
City State:
Renton, WA Salary Range:
Min $63,857 - Max $96,426/annual.
DOE
Job Description:
TITLE:
Executive Assistant JOB Overview:
The Executive Assistant provides administrative support to senior executives at VMC.
Each Executive Assistant normally supports two executives.
Because of the nature of the reporting level, the administrative work involves top level management contacts and exposure to highly sensitive information requiring considerable tact, diplomacy, discretion, judgment and confidentiality.
The Executive Assistant performs a variety of difficult to complex support service duties and responsibilities including research, compiling, organization, graphing and accurate portrayal of information.
The Executive Assistant completes assignments where priorities may be in conflict and schedules are urgent.
FLSA:
Exempt Professional AREA OF ASSIGNMENT:
Administration HOURS OF WORK:
Monday through Friday, with occasional early morning or evening availability to support the activities of the Executives.
RESPONSIBLE TO:
Administrator(s)/Senior Executives PREREQUISITES:
BA/BS preferred Minimum of four years in a secretarial position at the senior management level Shorthand or transcription expertise, experience and working ability in Word, Excel and Outlook Required word processing speed of 60-70 words per minute with accuracy Prior health care experience preferred Experience interacting with all levels of hierarchy in an organization, with exceptional communication abilities
Qualifications:
Capable of comprehending, executing, acting and directing independently Able to communicate effectively in oral and written form in English Able to discern priorities and manage time lines Demonstrates effective interpersonal skills and customer service skills Must possess a high degree of initiative and self motivation Ability to work independently and exercise sound judgment when making decisions within the framework of corporate policy, seeking consultation as needed Working knowledge of and ability to create presentations (charts, graphs of data, etc.
) utilizing computer software programs (i.
e.
, Excel, Powerpoint, etc.
) Ability to transcribe reports, forms and correspondence, including the use of technical and medical terminology, from longhand or dictation Ability to compose specialized or sensitive correspondence and reports Ability to edit documents for grammar, punctuation, etc.
Ability to understand, anticipate, prioritize and follow through on responsibilities with a high degree of initiative Effective positive human relations skills including tact, diplomacy and ability to work with all levels of leadership and staff Effective communications skills to solve problems and deal with a variety of concrete and abstract variables in situations where creative solutions are required Ability to independently research, compile and organize confidential information proficiently and accurately, with minimal rework UNIQUE PHYSICAL/MENTAL DEMANDS, ENVIRONMENT AND WORKING CONDITIONS:
See generic job description.
PERFORMANCE
Responsibilities:
A.
Generic Job Functions:
See Generic Job Description for Administrative Partner B.
Essential Responsibilities and Competencies This general job description is intended to provide a summary of the essential work content.
The description does not cover all essential work assignments for each position.
Strategically Organizing and Managing the Senior Executive's Office Works closely with Executive in managing his/her complex schedule, using discretion in the screening and prioritization of Executive's time.
Anticipates the professional and personal needs of the Executive by forecast planning.
Independently answers and/or triages requests for information on behalf of Executive Facilitates communication and acts as an effective liaison between internal and external customers by providing confidential, timely and accurate information.
Reviews and prioritizes documents and responds as appropriate.
Drafts and prepares correspondence, speeches, presentations and monthly reports for Executive Maintains highly confidential, complex administrative and corporate records.
Supervises maintenance of orderly and accurate files necessary for the effective operation of the division or area; revises or establishes new files necessary to meet changing needs and demands Leads projects independently by researching, preparing and coordinating material.
Monitors deadlines set for personnel reporting to Executive.
Follows through as necessary.
Extrapolates information from executive reports.
Manages the coordination and arrangement of meetings and events.
Provides high-level administrative support, which may include meeting participation, recording of minutes, and follow-up on recommendations and decisions.
Makes travel arrangements consistent with current policy Maintains a professional image consistent with expectations of Senior Management by setting the standard and environment for excellent customer service consistent with Valley Medical Center's standards and goals.
Recommends office systems and technology for office management Supports the other Executive Assistants with their workload and actively works to ensure the overall Executive Team is effective and successful.
Provides fill-in coverage on a rotational basis for lunch breaks for the Executive Receptionist Manages time schedule for Executive by scheduling meetings within the organization and outside in the community The above responsibilities represent work performed by this position and are not all-inclusive.
The omission of a specific accountability will not preclude it from the position if the work is similar, related or a logical extension of the position.
Essential Competencies Managing and Using Information:
This involves thinking critically, solving problems, making decisions and challenging existing ways of doing things.
Solving problems:
This involves managing large amounts of information and identifying and analyzing the most important information when solving complex problems.
Making decisions:
This requires balancing the need for thoroughness and accuracy with the need to act quickly.
Innovating:
Effective innovators constantly and creatively challenge existing ways of doing things, and identify opportunities for improvement.
Knowledge management:
This requires building and updating a valuable knowledge base and applying that knowledge base.
Understanding of scope, complexity and diversity of executives' responsibility and able to use that knowledge to make good decisions Able to capture and synthesize complex information in a succinct and understandable manner Able to compose, type and proofread materials and reflect executive's style or preferences Able to conduct research on behalf of executive's responsibilities including reports/stats Able to create organizational systems to improve efficiency and executive functioning/ability to meet commitments; tracks and monitors issues for follow-up Able to use relevant programs - Word, Outlook, Excel, Powerpoint Managing Results:
This involves establishing realistic plans and pushing responsibilities to the appropriate levels Planning and organizing:
Establish realistic plans which identify resources needed, constraints, and specific action steps Serving internal and external customers:
Requires developing an understanding of what customers need and how the organization can best meet those needs Achieving goals:
Requires working hard and inspiring high performance in others Able to brief executive in a timely manner for meeting preparations, unusual situations Able to set priorities and meet deadlines while balancing needs of CEO, BOC, physicians, executives, public constituencies and unexpected events Able to prevent scheduling conflicts and/or solve potential conflicts in line with organizational priorities Working With Others:
Working with others involves listening carefully and communicating in a constructive way while building productive relationships.
It requires treating all people with respect.
Communicating:
Requires careful listening and delivering messages in a persuasive, targeted, respectful manner Building Relationships:
Involves respecting others, sharing credit for accomplishments and helping others Diversity awareness:
Requires treating all people with respect, regardless of any superficial differences.
Able to communicate orally and in writing in an environment that requires diplomacy.
Judgment and discretion in information dissemination and communication at all levels of the organization.
Able to manage interactions with people at all levels Ability to work independently and as part of a team Managing Yourself:
Effective performers deal with people in a fair and consistent manner, handle difficulties with assurance and calm, and resolve conflict in a straightforward manner.
Handling stress:
Involves remaining calm and optimistic in difficult circumstances, and possessing the confidence to change and be flexible.
Trust:
Inspiring trust requires holding oneself and others to high ethical standards.
Handling conflict:
Involves being firm in defending interests, but flexible in dealing with people.
Self-awareness:
Involves understanding how your behavior affects other people and taking that into consideration in how you accomplish work.
Constructive attitude:
Requires being open to change and being adaptable to new priorities and arrangements.
Job
Qualifications:
PREREQUISITES:
BA/BS preferred Minimum of four years in a secretarial position at the senior management level Shorthand or transcription expertise, experience and working ability in Word, Excel and Outlook Required word processing speed of 60-70 words per minute with accuracy Prior health care experience preferred Experience interacting with all levels of hierarchy in an organization, with exceptional communication abilities
Qualifications:
Capable of comprehending, executing, acting and directing independently Able to communicate effectively in oral and written form in English Able to discern priorities and manage time lines Demonstrates effective interpersonal skills and customer service skills Must possess a high degree of initiative and self motivation Ability to work independently and exercise sound judgment when making decisions within the framework of corporate policy, seeking consultation as needed Working knowledge of and ability to create presentations (charts, graphs of data, etc.
) utilizing computer software programs (i.
e.
, Excel, Powerpoint, etc.
) Ability to transcribe reports, forms and correspondence, including the use of technical and medical terminology, from longhand or dictation Ability to compose specialized or sensitive correspondence and reports Ability to edit documents for grammar, punctuation, etc.
Ability to understand, anticipate, prioritize and follow through on responsibilities with a high degree of initiative Effective positive human relations skills including tact, diplomacy and ability to work with all levels of leadership and staff Effective communications skills to solve problems and deal with a variety of concrete and abstract variables in situations where creative solutions are required Ability to independently research, compile and organize confidential information proficiently and accurately, with minimal rework .
Estimated Salary: $20 to $28 per hour based on qualifications.
Executive Assistant Req:
2023-0748 Location:
VMC Main Campus Department:
Administration Shift:
Days Type:
Full Time FTE:
1 Hours:
City State:
Renton, WA Salary Range:
Min $63,857 - Max $96,426/annual.
DOE
Job Description:
TITLE:
Executive Assistant JOB Overview:
The Executive Assistant provides administrative support to senior executives at VMC.
Each Executive Assistant normally supports two executives.
Because of the nature of the reporting level, the administrative work involves top level management contacts and exposure to highly sensitive information requiring considerable tact, diplomacy, discretion, judgment and confidentiality.
The Executive Assistant performs a variety of difficult to complex support service duties and responsibilities including research, compiling, organization, graphing and accurate portrayal of information.
The Executive Assistant completes assignments where priorities may be in conflict and schedules are urgent.
FLSA:
Exempt Professional AREA OF ASSIGNMENT:
Administration HOURS OF WORK:
Monday through Friday, with occasional early morning or evening availability to support the activities of the Executives.
RESPONSIBLE TO:
Administrator(s)/Senior Executives PREREQUISITES:
BA/BS preferred Minimum of four years in a secretarial position at the senior management level Shorthand or transcription expertise, experience and working ability in Word, Excel and Outlook Required word processing speed of 60-70 words per minute with accuracy Prior health care experience preferred Experience interacting with all levels of hierarchy in an organization, with exceptional communication abilities
Qualifications:
Capable of comprehending, executing, acting and directing independently Able to communicate effectively in oral and written form in English Able to discern priorities and manage time lines Demonstrates effective interpersonal skills and customer service skills Must possess a high degree of initiative and self motivation Ability to work independently and exercise sound judgment when making decisions within the framework of corporate policy, seeking consultation as needed Working knowledge of and ability to create presentations (charts, graphs of data, etc.
) utilizing computer software programs (i.
e.
, Excel, Powerpoint, etc.
) Ability to transcribe reports, forms and correspondence, including the use of technical and medical terminology, from longhand or dictation Ability to compose specialized or sensitive correspondence and reports Ability to edit documents for grammar, punctuation, etc.
Ability to understand, anticipate, prioritize and follow through on responsibilities with a high degree of initiative Effective positive human relations skills including tact, diplomacy and ability to work with all levels of leadership and staff Effective communications skills to solve problems and deal with a variety of concrete and abstract variables in situations where creative solutions are required Ability to independently research, compile and organize confidential information proficiently and accurately, with minimal rework UNIQUE PHYSICAL/MENTAL DEMANDS, ENVIRONMENT AND WORKING CONDITIONS:
See generic job description.
PERFORMANCE
Responsibilities:
A.
Generic Job Functions:
See Generic Job Description for Administrative Partner B.
Essential Responsibilities and Competencies This general job description is intended to provide a summary of the essential work content.
The description does not cover all essential work assignments for each position.
Strategically Organizing and Managing the Senior Executive's Office Works closely with Executive in managing his/her complex schedule, using discretion in the screening and prioritization of Executive's time.
Anticipates the professional and personal needs of the Executive by forecast planning.
Independently answers and/or triages requests for information on behalf of Executive Facilitates communication and acts as an effective liaison between internal and external customers by providing confidential, timely and accurate information.
Reviews and prioritizes documents and responds as appropriate.
Drafts and prepares correspondence, speeches, presentations and monthly reports for Executive Maintains highly confidential, complex administrative and corporate records.
Supervises maintenance of orderly and accurate files necessary for the effective operation of the division or area; revises or establishes new files necessary to meet changing needs and demands Leads projects independently by researching, preparing and coordinating material.
Monitors deadlines set for personnel reporting to Executive.
Follows through as necessary.
Extrapolates information from executive reports.
Manages the coordination and arrangement of meetings and events.
Provides high-level administrative support, which may include meeting participation, recording of minutes, and follow-up on recommendations and decisions.
Makes travel arrangements consistent with current policy Maintains a professional image consistent with expectations of Senior Management by setting the standard and environment for excellent customer service consistent with Valley Medical Center's standards and goals.
Recommends office systems and technology for office management Supports the other Executive Assistants with their workload and actively works to ensure the overall Executive Team is effective and successful.
Provides fill-in coverage on a rotational basis for lunch breaks for the Executive Receptionist Manages time schedule for Executive by scheduling meetings within the organization and outside in the community The above responsibilities represent work performed by this position and are not all-inclusive.
The omission of a specific accountability will not preclude it from the position if the work is similar, related or a logical extension of the position.
Essential Competencies Managing and Using Information:
This involves thinking critically, solving problems, making decisions and challenging existing ways of doing things.
Solving problems:
This involves managing large amounts of information and identifying and analyzing the most important information when solving complex problems.
Making decisions:
This requires balancing the need for thoroughness and accuracy with the need to act quickly.
Innovating:
Effective innovators constantly and creatively challenge existing ways of doing things, and identify opportunities for improvement.
Knowledge management:
This requires building and updating a valuable knowledge base and applying that knowledge base.
Understanding of scope, complexity and diversity of executives' responsibility and able to use that knowledge to make good decisions Able to capture and synthesize complex information in a succinct and understandable manner Able to compose, type and proofread materials and reflect executive's style or preferences Able to conduct research on behalf of executive's responsibilities including reports/stats Able to create organizational systems to improve efficiency and executive functioning/ability to meet commitments; tracks and monitors issues for follow-up Able to use relevant programs - Word, Outlook, Excel, Powerpoint Managing Results:
This involves establishing realistic plans and pushing responsibilities to the appropriate levels Planning and organizing:
Establish realistic plans which identify resources needed, constraints, and specific action steps Serving internal and external customers:
Requires developing an understanding of what customers need and how the organization can best meet those needs Achieving goals:
Requires working hard and inspiring high performance in others Able to brief executive in a timely manner for meeting preparations, unusual situations Able to set priorities and meet deadlines while balancing needs of CEO, BOC, physicians, executives, public constituencies and unexpected events Able to prevent scheduling conflicts and/or solve potential conflicts in line with organizational priorities Working With Others:
Working with others involves listening carefully and communicating in a constructive way while building productive relationships.
It requires treating all people with respect.
Communicating:
Requires careful listening and delivering messages in a persuasive, targeted, respectful manner Building Relationships:
Involves respecting others, sharing credit for accomplishments and helping others Diversity awareness:
Requires treating all people with respect, regardless of any superficial differences.
Able to communicate orally and in writing in an environment that requires diplomacy.
Judgment and discretion in information dissemination and communication at all levels of the organization.
Able to manage interactions with people at all levels Ability to work independently and as part of a team Managing Yourself:
Effective performers deal with people in a fair and consistent manner, handle difficulties with assurance and calm, and resolve conflict in a straightforward manner.
Handling stress:
Involves remaining calm and optimistic in difficult circumstances, and possessing the confidence to change and be flexible.
Trust:
Inspiring trust requires holding oneself and others to high ethical standards.
Handling conflict:
Involves being firm in defending interests, but flexible in dealing with people.
Self-awareness:
Involves understanding how your behavior affects other people and taking that into consideration in how you accomplish work.
Constructive attitude:
Requires being open to change and being adaptable to new priorities and arrangements.
Job
Qualifications:
PREREQUISITES:
BA/BS preferred Minimum of four years in a secretarial position at the senior management level Shorthand or transcription expertise, experience and working ability in Word, Excel and Outlook Required word processing speed of 60-70 words per minute with accuracy Prior health care experience preferred Experience interacting with all levels of hierarchy in an organization, with exceptional communication abilities
Qualifications:
Capable of comprehending, executing, acting and directing independently Able to communicate effectively in oral and written form in English Able to discern priorities and manage time lines Demonstrates effective interpersonal skills and customer service skills Must possess a high degree of initiative and self motivation Ability to work independently and exercise sound judgment when making decisions within the framework of corporate policy, seeking consultation as needed Working knowledge of and ability to create presentations (charts, graphs of data, etc.
) utilizing computer software programs (i.
e.
, Excel, Powerpoint, etc.
) Ability to transcribe reports, forms and correspondence, including the use of technical and medical terminology, from longhand or dictation Ability to compose specialized or sensitive correspondence and reports Ability to edit documents for grammar, punctuation, etc.
Ability to understand, anticipate, prioritize and follow through on responsibilities with a high degree of initiative Effective positive human relations skills including tact, diplomacy and ability to work with all levels of leadership and staff Effective communications skills to solve problems and deal with a variety of concrete and abstract variables in situations where creative solutions are required Ability to independently research, compile and organize confidential information proficiently and accurately, with minimal rework .
Estimated Salary: $20 to $28 per hour based on qualifications.
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