Executive Assistant

In 2020 united in a fierce commitment to deliver the highest quality care and exceptional patient experience Virginia Mason and CHI Franciscan Health came together as natural partners to build a new health system centered around the patient: Virginia Mason Franciscan Health. Our combined system builds upon the scale and expertise of our nearly 300 sites of care including 11 hospitals and nearly 5000 physicians and providers. Together we are empowered to make an even greater impact on the health and well-being of our communities.

Provides highly responsible administrative and secretarial services to relieve an FHS senior executive of day-to-day administrative details so that he/she can concentrate on the significant aspects of his/her own position. Work involves applying knowledge of the executive’s work objectives and viewpoints and representing the executive within delegated scope of authority. Ensures optimal time management for the assigned executive through oversight of schedule and calendar, travel arrangements, meeting support, and answering/prioritizing communications/correspondence. Although responsible for providing significant assistance to a key executive, this position does not have independent executive authority.

The FHS executive supported is a Sr. Vice President, Hospital President, President CMO, Chief Financial Officer, Chief Nursing Officer, Chief Medical Officer, or FHS Chief Operating Officer. Incumbents are exposed to sensitive information involving not just a particular department, but the entire organization. Assignments vary considerably as to volume of work, specific duties performed and overall scope of responsibility, depending on the delegation style of the manager.

The position requires considerable knowledge of company organization, policies and practices in making routine administrative decisions and in the approach to take to handle non-routine situations. An incumbent may function in a “lead” role with regard to ongoing work or special project- or team-oriented assignments. An incumbent may be responsible for office coordination and/or oversight of lower level administrative/clerical employees. Work involves the development of moderately complex PC databases, spreadsheets, presentation or graphic materials.

Education/Work Experience Requirements:

Five or more years of progressively responsible related office or secretarial work experience that demonstrates attainment of the requisite job knowledge skills/abilities. Experience in a healthcare environment is preferred.

Job Knowledge/Abilities:

Highly proficient using Google Workspace (Gmail / Google Sheets, etc.) is preferred.
Knowledge of proper grammar, business and/or technical writing and medical terminology (preferred).
Knowledge of fundamentals of accounting and budget administration.
Knowledge of fundamental research and analysis tools and techniques.
Highly developed skills in time management, organization and multitasking.
Effective problem solving skills and ability to apply solutions within organizational, industry-specific, and regional context.
Interpersonal skills to include ability to work in a tactful, diplomatic manner with internal and external customers and facilitate timely, efficient communication.
Strong oral and written communication skills.
Demonstrated attention to detail and ability to maintain confidentiality.
Ability to understand and/or adapt complex/conflicting oral or written regulations/guidelines to diverse or dissimilar situations.
Ability to oversee or provide limited supervision to lower-level administrative support staff may be required for some positions.
Ability to read and understand English sufficient to perform the duties of the position.
Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency, including a high level of proficiency with MS Excel, PowerPoint, Outlook, and other office software.
Ability to establish and maintain effective working relationships as required by the duties of the position.