Washington Permanente Medical Group (WPMG) is a clinician-led, self-governed and independent multi-specialty group practice, providing care to the more than 700,000 Kaiser Permanente patients in Washington state. We work unencumbered by traditional health care obstacles and without silos; prioritizing people over profits, collaboration over ego, and driven by a singular goal: our patients' health. At WPMG, we take care of the whole person, with a team to address the fundamental, social, and emotional needs that contribute to total health. We are clinicians motivated by the desire to make a purposeful difference in the communities we serve, and in how health care is delivered.
Kaiser Permanente-Washington Permanente Medical Group is seeking a Full Time 1.0 FTE Executive Assistant to the Senior Executive Team to join our WPMG HQ team in Renton, Washington.
This position helps maximize the efficiency and effectiveness of multiple medical executives. Daily work includes organizing calendars, travel, expense reporting, communications, and work activities. The position is the first contact for the senior executives they support and requires a high level of professionalism and service.
Anticipates business needs and handles urgent and confidential matters with both internal and external customers. Organizes requests and allocates leaders' time appropriately. Responds to requests professionally and in a timely manner, making commitments on behalf of the executives he/she supports. Manages complex scheduling and travel arrangements with highly developed organizational skills. Provides frequent meeting support including agenda development, coordination of attendees and guests, logistics and hands-on support for virtual meetings, packet creation, and meals for specific assigned committees and meetings.
Approaches challenges with a can-do attitude and willingness to try new ways to solve problems. This person is part of a collaborative team of executive assistants. Partners with other executive office staff to create and maintain a professional and welcoming environment for colleagues and customers.
Principal Duties & Responsibilities
Calendar Management and Planning
Organizes requests and allocates executives' time appropriately to enable optimal prioritization of work. Makes meeting commitments on behalf of the COO members he/she supports.
Manages complex scheduling and travel arrangements with highly developed proactive organizational skills.
Follows up within 24 hours of all requests
Keeps their executives proactively informed of incoming changes to schedules
Committee & Meeting Support
Provides support for a range of meetings in which their executives have lead roles, including scheduling, materials creation, agendas, organizing physical or virtual meeting logistics, and ordering meals.
Supports meetings with national KP workgroups related to Medicare, purchaser groups, and marketing/communications.
Acts as a regular "second chair" to the Executive Assistant to the WPMG Board of Directors, helping to run monthly board meetings.
Occasional special corporate event support, as part of a team.
Report & Communication Development
Gathers and updates performance and progress information for their executives' specific areas using Excel and PowerPoint
Reviews and sends out communications on behalf of executives
Develops summary reports and materials for executives to submit for committee work or key meetings.
General Office Coordination
Copies: as soon as possible or by the end of the day
Mailings: meets agreed-upon timeline with executive
One Link management (Purchasing Card Reconcile expenses within 30 days
Maintenance of Administrative area; maintain organized and clutter-free space
Partner with Other Admin Assistants
Creates and maintain a professional, welcoming environment for colleagues and customers.
Provides backup to other members of the EA team: occasional cross-coverage for illness and vacations.
Joins in group development or training activities with the EA team
Knowledge & Skills
Maintains and fosters skills necessary to perform job functions over time.
Continually looks for ways to improve processes, fosters innovation and learning.
Looks for and implements Lean practices related to current job functions.
Encourages innovation, respectfully listens to and acknowledges ideas of others.
Is on time and keeps commitments.
Consistently manages assigned workload. Manages priorities effectively. Uses time efficiently.
Engages fully in work, takes immediate and independent action when needed.
Acknowledges mistakes and seeks help when needed.
Sets own priorities, regularly completing work on schedule.
Renton, with a population of 101,300, is located on the south shore of Lake Washington with spectacular views of the lake, the Olympics, the Cascades, and Mount Rainier. The Cedar River runs through the heart of downtown and offers an abundance of natural beauty and a run of federally endangered chinook salmon. The City is centrally located for access to the regions' transportation network, accessible by four state and three interstate highways, only minutes away from Seattle, Bellevue, Tacoma and Sea-Tac Airport. Renton's strong economic base, diverse marketplace and favorable business climate have attracted the attention of nationally recognized companies that are looking to provide employees and their families with an outstanding quality of life.
We are dedicated to building lifetime relationships with peers and patients in Washington State's richly diverse communities. Many know the Pacific Northwest as an attractive tourist destination with beautiful scenery, friendly people, and a host of cultural and recreational opportunities. These elements, and others, make Washington an excellent place to live.
Equity, Inclusion and Diversity
In our local communities and across the nation, Kaiser Permanente sets the standard for respectful care. With multicultural staff, equity, inclusion and diversity councils, medical interpretation resources, outreach efforts, educational programs and more, Kaiser Permanente puts people first in our medical centers and beyond.
As part of Kaiser Permanente, Washington Permanente Medical Group (WPMG) seeks to create equity in our communities, eliminate health disparities, and always put patients--the heart of everything we do--first.
Following the guidelines in our National Diversity Agenda, every member of our team strives to:
Provide culturally responsive and appropriate medical care to improve the health and satisfaction of all people in our increasingly diverse membership
Recruit and retain clinicians and staff that enhance our workforce
Grow our membership by providing exceptional service and clinical care to all communities in our region
Creating a diverse workforce, an inclusive environment, and equitable opportunity for employment, growth, and advancement are deeply linked to our mission, our business, and our economic future. WPMG continues to add programs that build and maintain a workplace where we engage with our members, communities, and each other--with dignity, respect, and cultural understanding.
Equal Employment Opportunity
As part of our commitment to our employees and the members and patients we serve, we integrate diversity into all aspects of our operations. Maintaining a workforce with industry-leading levels of diversity through deliberate planning, development, and outreach is critical to fulfilling our mission, sustaining our business objectives, and providing the best level of care to our members and patients. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.