Catholic Health Initiatives Executive Assistant in TACOMA, Washington

Executive Assistant

Description

Job Summary:

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.

Essential Functions:

  • 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)

Qualifications

Education:

  • Bachelor's Degree or equivalent work experience .

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