Executive Assistant to CEO

University of Washington Medical Center; Seattle (WA); Hybrid; USD 90,000 - 120,000; Full time

Job summary

University of Washington Medical Center in Seattle seeks an Executive Assistant to the CEO and Associate Administrator for Essential Services. You will manage complex calendars, coordinate meetings, prepare reports, and serve as liaison with State officials and university leadership.

This role requires discretion, superior communication skills, and the ability to handle sensitive information while coordinating hospital activities to keep operations running smoothly.

Qualifications

• Bachelor’s degree AND 4 to 5 years of progressively responsible executive administrative support experience
• Experience reporting to a Director level or above
• Proficiency with the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and SharePoint
• Proficient with Outlook, Teams and Zoom
• Ability to handle executive level confidential information with tact and diplomacy
• Ability to work under pressure in a high-volume academic healthcare setting
• Strong written/verbal communication and professional demeanor
• Equivalent combination of education and experience may substitute for stated requirements

Responsibilities

• Manages the schedules of the UWMC CEO and Associate Administrator for Essential Services.
• Coordinates committee meetings, events, open forums and hospital activities.
• Arranges accommodations, equipment, and logistics as needed.
• Plans and implements policies to ensure regulatory requirements are met.
• Acts as liaison with State officials, University Leadership and community leaders.
• Serves as liaison for the Board of Trustees and ensures smooth communication.
• Handles high-level tasks with discretion and independently makes decisions
• Engages with community leaders and elected officials on behalf of UWMC
• Prepares, researches and provides data-driven recommendations for action
• Drafts letters, reports, memos and meeting agendas; records notes as requested
• May assist with budgeting and monitoring expenditures for the department

Skills

Calendar management

Meeting coordination

Communication

Discretion & confidentiality

Executive support

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Teams

Zoom

SharePoint

Job description

UW MEDICAL CENTER has an outstanding opportunity for an Executive Assistant to the CEO and Associate Administrator for Essential Services

WORK SCHEDULE

Days

Occasional ability to work remotely

POSITION HIGHLIGHTS

Provides executive-level assistance and administrative support to the Chief Executive Officer of University of Washington Medical Center and the Associate Administrator for Essential Services

PRIMARY JOB RESPONSIBILITIES

• Plays a crucial role in keeping the hospital running smoothly by managing the schedules of UWMC CEO and Associate Administrator for Essential Services, and ensuring everything aligns with established priorities
• Independently arranges and coordinates committee meetings, special events, open forums, and other hospital activities
• Schedules appropriate accommodation, orders/operates equipment, and coordinates logistical activities as needed
• Independently plan, coordinate, and implement policies and procedures to support UWMC Administration so that all regulatory requirements are met
• Acts as a communication liaison with State officials (including the Governor’s office), University Leadership, and community leaders as needed
• Act as a liaison for the Board of Trustees, ensuring smooth communication and coordination
• Operate independently, making decisions and taking actions with delegated authority to support high-level executives, including the CEO. Required to handle sensitive and high-priority tasks with discretion
• Foster relationships with community leaders and elected officials, representing UWMC in interactions with UWM leaders, King County, the State of Washington, and other community entities
• Prepares and escalates issues, including researching, collecting data, and providing recommendations for action in a timely manner including inquiries, comments, and complaints
• Composes, edits, and types draft letters and final versions of correspondence, reports, memos, letters, and meeting agendas
• Records, composes and edits meetings notes as requested
• Independently arranges and coordinates committee meetings, special events, open forums, and other hospital activities
• May assist in preparing, interpreting, analyzing and monitoring budgets, and approving expenditures on the departmental budget as assigned

REQUIRED QUALIFICATIONS

• Bachelor’s degree AND 4 to 5 years of progressively responsible executive administrative support experience in a large, complex organization to include program management and office operations management responsibilities
• Experience reporting to a Director level or above.
• Proficiency with the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint – SharePoint editing and creating Experience with SharePoint not necessary
• Proficient with Outlook, Teams and Zoom
• Ability to handle executive level confidential information with high level of tact, discretion, and diplomacy
• Ability to work under pressure of frequent deadlines, constant interruption, and changing priorities in a high-volume academic healthcare setting
• Excellent verbal and written communication skills, including a professional demeanor and demonstrated competency in preparation of professional reports
• Demonstrated a track record of exercising good judgment and taking the appropriate initiative, discretion within the scope of the position
• An equivalent combination of education and experience may substitute for stated requirements

ABOUT UW MEDICAL CENTER-MONTLAKE

UW Medical Center is an acute care academic medical center located in Seattle with two campuses: Montlake and Northwest. As the No. 1 hospital in Seattle and Washington State since 2012 (U.S. News & World Report) and nationally ranked in seven specialties, UW Medical Center prides itself on compassionate patient care as well as its pioneering medical advances.

The UW Medical Center-Montlake campus is located on the edge of the beautiful UW campus which includes many amenities available to our staff as well as very convenient public transit options including the Sound Transit’s light rail station across the street.

ABOUT UW MEDICINE – WHERE YOUR IMPACT GOES FURTHER

UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals.

All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that includes: Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest.

Become part of our team. Join our mission to make life healthier for everyone in our community.