Executive Assistant

Virginia Mason Franciscan Health has exciting and rewarding careers with competitive salaries and benefits. We are a family of hospitals, health care services, and medical providers delivering compassionate care to people throughout the South Puget Sound. We are part of Catholic Health Initiatives, one of the largest not-for-profit health care systems in the country.

Our mission is to deliver high quality care that meets our patients' medical needs while providing emotional and spiritual support to patients and their families. We believe this three-part approach — physical, emotional, and spiritual — is essential to healing the whole person. Come join our team!

Job Summary

• Provides highly responsible administrative and secretarial services to relieve a 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 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.

Essential Duties

• Provides secretarial support to executive, including complex scheduling and calendaring support, travel arrangements, expense reports, budget support, answering and prioritizing communications/ correspondence, and other secretarial tasks that support efficient organization of the executive’s time.
• Provides meeting and special event support for executive and department, including scheduling, invitations, creating agendas, preparing materials (such as presentations and reports), arranging catering/floral, setting up A/V, and taking/preparing/distributing minutes.
• Acts as a liaison between executive and staff, communicating assignments, tracking project status, getting updates, answering questions within scope of responsibility, and ensuring optimal and efficient communication flow throughout department.
• Researches, drafts, edits and presents a variety of documents, reports, data and other metrics.
• Provides office management for department and may provide oversight/direction to lower-level administrative staff.
• Demonstrates knowledge and proper skills associated with the department’s defined specific populations served.

Additional Responsibilities

Adheres to and exhibits our Core Values of Reverence, Integrity, Compassion and Excellence.

Education/Experience

• 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.

License/Certification

None