Executive Assistant to the CEO

University of Washington; Seattle (WA); Hybrid; USD 78,000 - 108,000; Full time

Job summary

University of Washington Medical Center seeks an Executive Assistant to the CEO and Associate Administrator for Essential Services to provide executive-level support and ensure smooth hospital operations in a high-demand environment.

Responsibilities include managing complex calendars, coordinating meetings and events, handling confidential information with discretion, and interfacing with state and community leaders. A Bachelor's degree and 4–5 years of relevant experience are required.

Qualifications

• Bachelor’s degree and 4–5 years of executive administrative support in a large, complex organization.
• Experience reporting to a Director level or above.
• Proficiency with the Microsoft Office Suite; SharePoint editing experience preferred but not necessary.
• Proficient with Outlook, Teams and Zoom.
• Ability to handle executive level confidential information with tact, discretion, and diplomacy.
• Ability to work under pressure of frequent deadlines, interruptions, 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 good judgment and initiative with discretion within the scope of the position.
• An equivalent combination of education and experience may substitute for stated requirements.

Responsibilities

• Manages schedules for the UWMC CEO and Associate Administrator for Essential Services, aligning with priorities.
• Coordinates committee meetings, events, open forums, and hospital activities.
• Arranges accommodation, orders/operates equipment, and coordinates logistics as needed.
• Develops and implements policies to ensure regulatory requirements are met in UWMC Administration.
• Acts as liaison with State officials, University Leadership, and community leaders as needed.
• Serves as liaison for the Board of Trustees, ensuring smooth communication.
• Handles confidential tasks with discretion and independence.
• Builds relationships with community leaders and elected officials in UWMC interactions.
• Prepares, researches, and provides data and recommendations for action including inquiries, comments, and complaints.
• Drafts letters, reports, memos, and meeting agendas; records meeting notes as requested.
• Assists in budgeting and monitoring expenditures on the department’s budget as assigned.

Skills

Communication skills

Discretion

Time management

Professional demeanor

Judgment and initiative

Executive support

Education

Bachelor’s degree

Tools

Microsoft Office

Outlook

Teams

Zoom

SharePoint

Job description

Occasional Telework

Seattle, WA

Full time

REQ-0000137040

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.

Excellence. Exploration. Education. (https://www.uwmedicine.org/about/career-opportunities/uw-medical-center-montlake)

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 publicby 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. (https://www.uwmedicine.org/jobs) Join our mission to make life healthier for everyone in our community.

Compensation, Benefits and Position Details

Pay Range Minimum:

$78,000.00 annual

Pay Range Maximum:

$108,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

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 publicby 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.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [e-mail] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.