Virginia Foundation for Healthy Youth
Administrative Assistant, Executive Support
Virginia Foundation for Healthy Youth, Renton, Washington, United States, 98056
JOB SUMMARY
This professional provides administrative support to multiple medical leaders at the director level. Anticipates business needs and handles urgent and confidential matters with both internal and external customers. Organizes requests and allocates leaders' time appropriately to enable optimal prioritization of work. Responds appropriately and makes commitments on behalf of leaders. Must be highly proficient in Microsoft Office software to do the core work of managing calendars, travel, and expense reporting for leaders.
Compensation and Benefits
Salary Range:
$65,333 - $77,694 (salary will be prorated based on FTE, new hire salaries will be based on factors such as education, training and experience.)
Market-leading health Benefits
(medical/dental/vision)
Generous Employer Retirement Contributions:
Upon eligibility WPMG will contribute to your 401(K) with additional employee contributions being optional
Generous Paid Time Off
PRINCIPAL DUTIES & RESPONSIBILITIES Calendar Management & Planning
Allocates leaders' time appropriately to help them prioritize.
Keeps leaders proactively informed of incoming changes to schedules
Manages travel arrangements and documentation following KP travel policies and guidelines.
Coordinates with administrative staff in other teams to surface and resolve scheduling conflicts
Technology capability
High level of comfort setting up presentation equipment and video conferencing equipment for in-person and virtual meetings.
High comfort with technology to help leaders in the moment and triage their IT issues effectively to the right IT help staff.
High comfort level with Microsoft Outlook, Word, PowerPoint, Zoom and Teams.
Experience with editing SharePoint pages and sharing/organizing documents in SharePoint sites.
Meeting Support
May staff meetings that their leaders run, including setting up, invitations, circulating advance materials, arranging food, and taking minutes
Occasional large corporate event support, as part of ad‑hoc special event production teams.
Travel and Expense Support
Assists leaders with travel and arrangements in accordance with KP travel policies.
Completes travel‑related expense reporting
Reconciles leaders' expense reports monthly; keeps up on expense policy changes.
May work with a range of vendors to source and expense special supplies or recognition items.
Communication Support
Writes or edits professional correspondence on behalf of leaders for internal and external audiences.
Creates or updates PowerPoint presentations for leaders' meetings
Assists with the review process, confirmation of approvals for messages, and sending of time‑sensitive emails to specific distribution lists or to the whole organization.
Assists leaders with recognition communications to their direct reports
Assists leaders with compiling and completing annual reviews of their direct reports
General Office Coordination
Places orders for supplies. May operate a variety of office equipment.
Distributes or re‑routes mail accurately
May answer telephone inquiries, takes and relays messages and greets visitors.
Supports office moves by planning, organizing, packing, and inventorying items.
Creates and maintains a clutter‑free, welcoming environment for colleagues and customers.
Helps with archiving files in accordance with KP policies for records retention
JOB SPECIFICATIONS EDUCATION REQUIRED DESCRIPTION PREFERRED Minimum:
Two-year associate's degree
Business coursework as part of degree program
EXPERIENCE REQUIRED DESCRIPTION PREFERRED Minimum:
3 years of experience supporting director level or above.
Experience in a large healthcare environment or Kaiser Permanente administrative role.
KNOWLEDGE & SKILLS Knowledge: Areas of specialty or expertise (e.g., intermediate knowledge of research methodology and data collection modalities)
Skills: Abilities needed to execute job duties (e.g., advanced writing and documentation skills)
Continuous Improvement
Maintains and builds skills necessary to perform job functions over time.
Continually looks for ways to improve processes, fosters innovation and learning.
Encourages innovation, respectfully listens to and acknowledges ideas of others.
Accountability
Is on time and keeps commitments.
Consistently manages assigned workload and prioritizes effectively.
Engages fully in work, researches solutions, and takes independent action when needed.
Acknowledges mistakes and seeks help when needed.
Anticipates problems, proactively offers choices and solutions
Relationships
Maintains good working relationships with both external and internal contacts at all levels of the organization.
Treats all co-workers and customers with diplomacy, fairness, dignity, and respect.
Accepts suggestions and criticism in a cooperative and positive manner.
Works collaboratively with team members and others to achieve identified goals and objectives.
Capable of addressing and resolving conflict with honesty and courage.
Expertise
Learns the priorities of the organization.
Demonstrates proficiency in the duties of the job
Shares expertise and best practices with others.
Reviews facts and data, using evidence and experience to make decisions.
Continually looks for ways to improve processes and learn.
Service Excellence
Learns and practices the KP Service standards: Know me, Respect me, Guide me.
Follows through to see if customer needs were met and keeps them informed of status.
Timely when responding to voicemail and e‑mail.
Expresses ideas clearly and accurately both orally and in writing.
Respectfully listens to multiple points of view, acts inclusively with all colleagues and customers.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of the responsibilities, duties, and skills required. The time devoted to the activities listed may be changed and other duties may be assigned.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr
Compensation and Benefits
Salary Range:
$65,333 - $77,694 (salary will be prorated based on FTE, new hire salaries will be based on factors such as education, training and experience.)
Market-leading health Benefits
(medical/dental/vision)
Generous Employer Retirement Contributions:
Upon eligibility WPMG will contribute to your 401(K) with additional employee contributions being optional
Generous Paid Time Off
PRINCIPAL DUTIES & RESPONSIBILITIES Calendar Management & Planning
Allocates leaders' time appropriately to help them prioritize.
Keeps leaders proactively informed of incoming changes to schedules
Manages travel arrangements and documentation following KP travel policies and guidelines.
Coordinates with administrative staff in other teams to surface and resolve scheduling conflicts
Technology capability
High level of comfort setting up presentation equipment and video conferencing equipment for in-person and virtual meetings.
High comfort with technology to help leaders in the moment and triage their IT issues effectively to the right IT help staff.
High comfort level with Microsoft Outlook, Word, PowerPoint, Zoom and Teams.
Experience with editing SharePoint pages and sharing/organizing documents in SharePoint sites.
Meeting Support
May staff meetings that their leaders run, including setting up, invitations, circulating advance materials, arranging food, and taking minutes
Occasional large corporate event support, as part of ad‑hoc special event production teams.
Travel and Expense Support
Assists leaders with travel and arrangements in accordance with KP travel policies.
Completes travel‑related expense reporting
Reconciles leaders' expense reports monthly; keeps up on expense policy changes.
May work with a range of vendors to source and expense special supplies or recognition items.
Communication Support
Writes or edits professional correspondence on behalf of leaders for internal and external audiences.
Creates or updates PowerPoint presentations for leaders' meetings
Assists with the review process, confirmation of approvals for messages, and sending of time‑sensitive emails to specific distribution lists or to the whole organization.
Assists leaders with recognition communications to their direct reports
Assists leaders with compiling and completing annual reviews of their direct reports
General Office Coordination
Places orders for supplies. May operate a variety of office equipment.
Distributes or re‑routes mail accurately
May answer telephone inquiries, takes and relays messages and greets visitors.
Supports office moves by planning, organizing, packing, and inventorying items.
Creates and maintains a clutter‑free, welcoming environment for colleagues and customers.
Helps with archiving files in accordance with KP policies for records retention
JOB SPECIFICATIONS EDUCATION REQUIRED DESCRIPTION PREFERRED Minimum:
Two-year associate's degree
Business coursework as part of degree program
EXPERIENCE REQUIRED DESCRIPTION PREFERRED Minimum:
3 years of experience supporting director level or above.
Experience in a large healthcare environment or Kaiser Permanente administrative role.
KNOWLEDGE & SKILLS Knowledge: Areas of specialty or expertise (e.g., intermediate knowledge of research methodology and data collection modalities)
Skills: Abilities needed to execute job duties (e.g., advanced writing and documentation skills)
Continuous Improvement
Maintains and builds skills necessary to perform job functions over time.
Continually looks for ways to improve processes, fosters innovation and learning.
Encourages innovation, respectfully listens to and acknowledges ideas of others.
Accountability
Is on time and keeps commitments.
Consistently manages assigned workload and prioritizes effectively.
Engages fully in work, researches solutions, and takes independent action when needed.
Acknowledges mistakes and seeks help when needed.
Anticipates problems, proactively offers choices and solutions
Relationships
Maintains good working relationships with both external and internal contacts at all levels of the organization.
Treats all co-workers and customers with diplomacy, fairness, dignity, and respect.
Accepts suggestions and criticism in a cooperative and positive manner.
Works collaboratively with team members and others to achieve identified goals and objectives.
Capable of addressing and resolving conflict with honesty and courage.
Expertise
Learns the priorities of the organization.
Demonstrates proficiency in the duties of the job
Shares expertise and best practices with others.
Reviews facts and data, using evidence and experience to make decisions.
Continually looks for ways to improve processes and learn.
Service Excellence
Learns and practices the KP Service standards: Know me, Respect me, Guide me.
Follows through to see if customer needs were met and keeps them informed of status.
Timely when responding to voicemail and e‑mail.
Expresses ideas clearly and accurately both orally and in writing.
Respectfully listens to multiple points of view, acts inclusively with all colleagues and customers.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of the responsibilities, duties, and skills required. The time devoted to the activities listed may be changed and other duties may be assigned.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr