Job Opportunities

Executive Assistant I (Finance)

Northwest Permanente (NWP) is a self-governed (physician led), multi-specialty group of over 1,500 physicians, surgeons, and clinicians, caring for over 570,000 members in OR and Southwest WA. Northwest Permanente has a full-time position available for an Executive Assistant I in our Finance department. This position will provide diverse complex administrative support and or manages the office affairs of an executive requiring a thorough understanding of regional policies and procedures under minimal supervision.

Job Post Date: 2017-09-29
Office: Kaiser Permanente Bldg
City: Portland
State: Oregon

Description:

Kaiser Permanente is committed to helping shape the future of health care. As the largest integrated care delivery organization in the United States, Kaiser Permanente is recognized as one of America’s leading health care providers and nonprofit health plans. Founded in 1945, our mission is to provide high-quality, affordable health care services and to improve the health of our members and the communities we serve.

Kaiser Permanente Northwest (KPNW)— made up of over 11,000 employees, more than 1,300 physicians and 150 dentists — provides and arranges medical care exclusively for health plan members. In the Portland-Vancouver area, Kaiser Permanente operates 36 medical offices and two hospitals. Today, the Northwest Region serves more than 576,000 medical and 244,000 dental members whose care is largely provided by Northwest Permanente, P.C. (NWP) and Permanente Dental Associates (PDA).

Northwest Permanente (NWP) is a self-governed (physician led), multi-specialty group of over 1,500 physicians, surgeons, and clinicians, caring for over 570,000 members in OR and Southwest WA. Northwest Permanente has a full-time position available for an Executive Assistant I in our Finance department. This position will provide diverse complex administrative support and or manages the office affairs of an executive requiring a thorough understanding of regional policies and procedures under minimal supervision.

MAJOR RESPONSIBILITIES

  • Provide administrative support for the Executive, by acting as intermediary and personally handling routine
    matters, by transmitting messages, orders, and requests, both written and verbal, between the Executive and/or
    other regional, area and local administrators and with interregional and Program Office representatives. Provide
    liaison assistance, locate information, provides procedural assistance, and serve as central contact and
    communications liaison. Provide support or be responsible for independently coordinating logistics of projects as
    assigned. Coordinate project deliverables/issues with key stakeholders. Facilitate project meetings and report
    meeting minutes, decisions made, action plans. Identify and support work to remove barriers to successful
    completion of the overall project. Make ad-hoc recommendations for project management improvements. May
    coordinate, review and oversee work assignments of other administrative staff. Serves as a central contact/liaison
    for a division working with other executives and manages to coordinate project, research and resolve issues.
  • Support functional area Leadership Team. Attend and participate in Leadership Team meetings. Support the
    preparation of meeting material; take confidential minutes, track assignments and follow-up activities and actions
    agreed upon by the team. Monitor and coordinate assignments and ongoing work to ensure timely and
    appropriate action. Support the planning and implementation of executive level leadership activities.
  • Maintain appointment calendar for Executive. Routinely juggle multiple competing appointments. Make
    decisions about prioritizing critical appointments with key staff and regional leadership. Arrange and carry out
    conference and committee meetings locally and regionally. Coordinate, prioritize and confirm upcoming meetings.
    Arrange meetings to optimize leader's effectiveness, allowing time for other priorities and responsibilities.
  • Answer, evaluate and triage calls from many different sources, including concerns or complaints that are
    directed to the Executive's office. Make decisions about routing of important calls when leader is not available
  • Respond to routine daily correspondence. Sign on behalf of the Executive as delegated on correspondence and
    other appropriate documents. Thoroughly review all incoming materials to ensure that proper action is taken,
    including routing and signatures.
  • Assist in completing, distributing and tracking various reports. This includes preparing and managing
    performance reviews and accountabilities for the Executive's staff by gathering, organizing, and compiling
    information. Oversee completion of monthly expense reports and budget tracking for leader's functional area.
  • Coordinate travel arrangements for the Executive and other senior staff members. May meet with Hotel Directors
    of Sales to coordinate meeting locations, visual aid requirements, luncheons, etc. Arrange travel and meetings for
    high-level visitors.
  • Performs other related duties as assigned and required

MINIMUM EDUCATION & QUALIFICATIONS

  • Bachelor's degree, OR four (4) years of experience in a directly related field
  • Minimum five (5) years progressively responsible administrative/executive assistant level experience
  • Working knowledge of Kaiser Permanente (KP) Northwest and familiarity with each of the Program's established Regions.
  • Comprehensive knowledge of executive level secretarial procedures.
  • Thorough knowledge of word processing applications and working knowledge of Microsoft Excel and Microsoft
    PowerPoint.
  • Working knowledge of hotel, airlines, and auto reservation processes.
  • Comprehensive written and oral communication skills and excellent problem solving skills. Analytical skills including strong mathematical skills.
  • Judgment and tact in handling messages to and from Program Office, Division Office, and interdivisional personnel.
  • Demonstrated strong time management, organization, project management and prioritization skills, and ability to work independently and in a self-directed manner, with attention to detail and follow through.
  • Ability to be flexible, detail oriented and anticipate needs of manager.
  • Ability to manage multiple tasks simultaneously and handle sensitive and confidential information in a discreet manner.
  • Ability to work with all levels of staff and demonstrate appropriate assertiveness.
  • Proven ability to work independently and in a self directed manner, with attention to detail and follow through.
  • Experience with progressive responsibility and increasing scope of duties and discretion, which must include independent and self-directed work experience.
  • Proven experience coordinating or managing projects.

PREFERRED WORK EXPERIENCE & QUALIFICATIONS

  • Minimum seven (7) years of executive level administrative support experience in an administrative assistant, executive
    secretary, or related position
  • Comprehensive knowledge of executive/secretarial systems, processes and procedures in a large complex organization.
  • Thorough knowledge of Kaiser Permanente (KP) Northwest Region and familiarity with each of the Program's established
    Regions.
  • Expert knowledge of executive/secretarial systems, processes and procedures in a large complex organization.
  • Thorough knowledge of organizational practices.
  • Ability to work in a busy office environment with conflicting demands, and to work under pressure with strict deadlines.
  • Ability to function independently with little or no supervision.
  • Expert knowledge of Microsoft Word, Excel, PowerPoint and Access.
  • Working dictation skills.
  • Strong Communication and organizational skills.