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Regional Executive Assistant for Administration
2 months ago
Position Overview:
The Regional Executive Assistant plays a pivotal role in supporting the Administration team by providing comprehensive administrative assistance to senior executives, including the Chief People Officer and Chief Medical Information Officer, among others.
The ideal candidate will possess exceptional diplomatic skills and effective communication abilities, as they will interact with various teams and stakeholders across the organization.
This role demands proficiency in document preparation and formatting, including memos, summaries, and presentations.The professional in this capacity will utilize technology to enhance administrative processes and maintain a proactive approach to shifting priorities, all while upholding a strong customer service orientation.
This is a hybrid role, requiring a blend of remote and in-office work. Candidates must reside within the designated service region.
Key Responsibilities:
- Provide advanced executive administrative support by acting as a liaison and managing routine matters, effectively communicating messages and requests between senior leaders and local administrators.
- Serve as a central point of contact for the senior leadership team, offering assistance in locating information and providing procedural guidance.
- Independently coordinate and oversee project logistics as assigned, ensuring effective collaboration with key stakeholders.
- Facilitate project meetings, document minutes, and track action items to ensure successful project completion.
- Make recommendations for enhancing project management processes, focusing on productivity and team morale.
- Delegate tasks to other administrative staff and oversee their completion.
- Attend Leadership Team meetings, preparing materials and taking confidential minutes while tracking assignments and follow-up actions.
- Manage complex appointment calendars, prioritizing and confirming meetings to optimize executive effectiveness.
- Assist in the preparation and management of various reports, including performance reviews for executive staff.
- Oversee the completion of monthly expense reports and budget tracking for the functional areas of leadership.
- Prepare and distribute documents and reports using various systems.
- Coordinate travel arrangements for senior staff members.
Qualifications:
- A Bachelor’s degree or equivalent experience in a related field is required.
- A minimum of five years of progressively responsible experience in an executive assistant role is essential.
- Proven experience in project coordination and management is necessary.
- Comprehensive knowledge of executive-level administrative procedures and strong communication skills are required.
- Excellent organizational, time management, and prioritization skills, with the ability to work independently and maintain attention to detail.
- Familiarity with Microsoft Office Suite is preferred.
About Northwest Permanente:
Northwest Permanente is a physician-led, multi-specialty group dedicated to providing high-quality healthcare to our members. We value diversity, equity, and inclusion in our workforce and are committed to creating an environment where all employees can thrive.
