Providence St. Joseph Health

Job Information

Pacific Medical Centers Senior Executive Assistant in Seattle, Washington

Description:

Find what you’re looking for in your career, at PacMed as a Senior Executive Assistant (1.0 FTE, Day Shift) to work in Executive Administration in Seattle, WA

This position provides advanced, diversified and confidential administrative support to Pacific Medical Centers, Community Board and senior executives as assigned. Responsibilities include scheduling and managing regular and special meetings of the PacMed Executive Team, Physician Services, Operations and Community Board and Committees. Adheres to reporting timelines and plans and develops meeting agendas and materials. Facilitates follow-up for all Executive Team, Physician Services, Operations and Community Board and Committee meetings. Facilitates annual meetings, retreats and other special meetings as conference coordinator. Manages the orientation process of new executive/senior leaders. Facilitates the timely completion and submission of required documents, e.g., Conflict of Interest, Board Self Assessment, Compliance Training, Confidentiality Statements, etc.

In this position you will:

  • Effectively deals with diverse assignments and responsibilities from senior executive leaders. Responds appropriately to conflicting demands of time and attentions. Negotiates priorities to reach successful and mutually agreeable timelines. Keeps principals informed of work project updates and status.

  • Manages and prioritizes multiple calendars and meeting schedules by identifying required meeting specifics, assessing appropriateness of the requests. Coordinates and schedules the most convenient meeting time if multiple attendees. Refers remaining requests to appropriate individuals within the organization.

  • Develops, prepares and/or assembles necessary materials for meetings, including background information, presentations, agendas, invitations, and other material. Arranges for meeting rooms, food service, supplies and other materials needed.

  • Initiates and screens phone calls by ascertaining nature of call and priority. Refers calls to other personnel or departments, provides appropriate answers to calls, listens and accurately records messages. Follows up to ensure timely response

  • Opens and reads or transcribes incoming mail, e-mail and voice mail. Redirects mail to other appropriate personnel. Prioritizes remaining mail. Identifies or recommends appropriate action to take. Directly handles, resolves or composes responses for signature.

  • Maintains an ongoing database of key information, including contact information, electronic and paper files, and information that needs to be communicated on a regular basis. Maintains utmost security and professionalism when dealing with confidential materials and information.

  • Prepares minutes of meetings, agendas and information for posting to COO or Executive leaders as assigned. Maintains records of minutes and provides copies of actions taken as requested.

  • Makes travel arrangements including air, hotel and ground transportation. Processes travel reimbursements according to travel policy on a timely basis.

  • Develops and maintains electronic and/or paper filing system for the efficient storage and retrieval of office records, contracts, correspondence, confidential information and other documentation.

  • Appropriately processes outgoing material including copying, faxing, mailing and tracking. Appropriately processes daily tickler file.

  • Assists in preparation and monitoring of the budget. Reviews and approves items for payment. Identifies and resolves any discrepancies.

Qualifications:

Required qualifications for this position include:

  • Associate's Degree in related field or equivalent from a two-year college or technical school.

  • Four (4) years recent administrative work supporting high-level executive(s) in a major organization.

Preferred qualifications for this position include:

  • Six (6) years recent administrative work supporting high-level executive(s) in a major organization.

  • Health Care experience.

Pacific Medical Center:

Pacific Medical Center is an expanding network of outpatient clinics providing primary and specialty care to the greater Seattle area and employing more than 150 providers representing most medical specialties. Pacific Medical Centers is affiliated with Providence Health & Services, which operates 28 exceptional not-for-profit hospitals and more than 350 clinics across the West. With hundreds of physician and advanced practice provider opportunities in virtually all specialties at any given time, Pacific Medical Centers and Providence offer diverse locations, lifestyles and practice models. Find what you are looking for in your next practice opportunity with Pacific Medical Centers! Learn more at www.pacmed.org/providerjobs .

We offer a full comprehensive range of benefits — see our website for details —

http://pacmed.jobs/benefits/

Our Mission

Our mission is to provide respectful, high-quality, patient-focused healthcare to each person and to the communities we serve.

About Us

Quality and respect. These are the words Pacific Medical Centers (PacMed) employees live and work by. PacMed is a private, not-for-profit, primary and integrated multispecialty health care network with 10 outpatient clinics across the Puget Sound region and more than 175 primary and specialty care providers. Affiliated with the Providence Health & Services system, PacMed provides patient-focused health care — and even same-day appointments — to patients in King, Snohomish and Pierce counties. We provide immediate access to cutting-edge technology, first-class facilities and board-certified specialists, many of whom have been listed as among “Seattle’s Best Doctors.”

Pacific Medical Centers, PacMed, and their Affiliates' (collectively “PacMed”) comply with applicable Federal civil rights laws and do not discriminate on the basis of race, color, national origin, age, disability, or sex. PacMed does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: Washington-Seattle

Req ID: 290505

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