Catholic Health Initiatives Executive Assistant in TACOMA, Washington
Provides high-level administrative support services to an assigned leader, or group of leaders, and/or department(s). Exercises discretion and independent judgment while performing key job responsibilities. Reports to a leader at the manager, director, vice president or senior vice president level.
Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing as needed; may delegate or outsource these functions to others if resources are available
Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries for leader(s) supported
Creates and edits documents, spreadsheets, presentations and organizational charts; additionally is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader(s) supported as needed
Coordinates travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources
Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed
Follows (and may create) procedures and maintains procedural documentation
Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested
Independently plans, organizes and oversees large scale meetings and/or conferences ensuring that critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources); may include group travel coordination
Records and creates high level documentation of meeting minutes based on knowledge of the business
With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
Proofreads and edits others’ communications before distribution
Administers distribution lists
Administers collaboration communities on Inside CHI
Creates and conducts surveys and provides organized reports to leaders (may provide recommendations for leader consideration when presenting survey results)
Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; approves invoices according to predetermined guidelines
Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leader’s budget responsibilities
Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action
May assist with editing timekeeping records
Cross trains to learn unique responsibilities of peers within the department/group
Gains in-depth specific knowledge about their particular department/group and the organization to build business acumen; develops an understanding of the interconnectedness of departments/groups; applies knowledge in daily work
Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well; requested by manager and based on business need; ASG members function as a team for the organization as a whole; may include answering another leader’s phone or responding to inquiries to ensure seamless customer service)
Secures back-up administrative coverage for their own absences
Coordinates administrative projects and leads committees
May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance)
- Bachelor's Degree or equivalent work experience .
Minimum six years related experience, with a minimum of three years in an Executive Assistant capacity (reporting to VP level or above) required.
High level knowledge of Outlook, Word, PowerPoint and Excel.
Ability to coordinate meeting schedules and travel arrangements.
Highly organized and dependable.
Experience working with multiple executives and executive assistants.
Ability to deal with change and be adaptable to changing priorities.
Must be flexible and able to work independently.
Job Professional Non-Clinical
Primary Location WASHINGTON-TACOMA-FRANCISCAN HEALTH SYSTEM
Daily Schedule 1
Scheduled Hours per 2-week Pay Period 80
Weekends Required None
Req ID: 2018-R0145821