Executive Assistant to CEO

s
Company: Northwest Permanente
Location: Portland, OR 97227 (Overlook area)

Apply

Overview:[

Northwest Permanente, P.C., is a self-governed, physician-led, multispecialty group of over 1,500 physicians, surgeons, and clinicians, caring for over 600,000 members in Oregon and Southwest Washington. Kaiser Permanente is one of the nation’s preeminent health care systems, a benchmark for comprehensive, integrated, and high-quality care.

We are currently seeking an Executive Assistant to the CEO to provide comprehensive support to the Northwest Permanente President and CEO through promotion of the Kaiser Permanente Northwest Region in accomplishing business outcomes.
The position works with coordinating the President/CEO with the following groups:
  • The Permanente Federation Executive Team (e.g. National Regional Presidents and Executive Medical Directors) and their staff
  • NWP Executive Leadership Team and their staff
  • Kaiser Foundation Health Plan/Hospitals Senior Leadership Team and their staff
  • Permanente Dental Associates Dental Director and his staff
  • National Committees
  • Regional Committees
  • Community leaders such as plan-hospital CEOs (Providence Health Care System, Southwest Washington Medical Center, Legacy Health Care System)
  • Act on behalf of the President/CEO in accomplishing general and complex administrative tasks, which involve making decisions and commitments within the scope of delegated authority. Use judgment within delegated authority to make those decisions


Major Responsibilities / Essential Functions

  • Independently provides project and complete executive support to the President/CEO
  • Creates, writes and edits documents, reports and general correspondence for distribution for both internal and external audiences including confidential and sensitive material
  • Aids NWP, Health Plan, Permanente Federation and other program-wide executives to promote alignment in regional and program-wide initiatives
  • Provides management of a complex meeting schedule for the President/CEO for both national and local activities, using discretion when scheduling appointments, conferences, presentations and travel arrangements
  • Interprets information, policy, goals and objectives. Facilitate communication for NWP executives and others (e.g. HP, PDA, etc.) to provide clarity and understanding of issues and policies, and to participate in and coordinate resolutions
  • Coordinates meetings for multi-levels of executive management to include action tracking of key initiatives and meeting minutes’ preparation
  • Assists, coordinates and supports the performance evaluation process for the President/CEO’s direct reports to ensure compliance with Northwest Permanente Human Resources
  • Produce visual presentations and other graphics for the President/CEO
  • Responds orally or in writing to all communication inquiries pertaining to the President/CEO
  • Maintains an executive filing system to comply with internal and external regulatory/legal requirements
  • Represents the President/CEO in resolving difficult member concerns while maintaining confidentiality

Team Leader
  • Leads executive support team by conducting weekly meetings
  • Is the first point of contact to problem solve for escalated concerns from senior/executive leadership and executive support team
  • Trains and mentors administrative assistants and project coordinators
  • Sorts, reads and prioritizes incoming correspondence for the President/CEO while maintaining confidentiality. Answers and screen all incoming calls, triage and resolve as appropriate
  • Organizes and coordinates all aspects of travel and transportation for the President/EMD and direct reports
  • Tracks, reports and completes expense reports, vacation schedules and employee recognition for the President/CEO and direct reports
  • Disseminate departmental communications and information to manager

Local and National Forums
  • Coordinates executive meetings
  • Coordinates local and national forums (e.g. Executive Leadership Retreats, All-Physician Dinners) on behalf of the President/EMD to promote efficient use of program resources


Minimum Education

  • Bachelor’s degree in Business and/or equivalent experience working in a health care or business administration environment


Minimum Work Experience

  • Seven (7) years’ experience supporting with senior-level executives
  • Two (3) years project management experience
  • Five (5) years’ experience in event planning, including both local and national forums/meetings


Additional Requirements

  • Strong analytical and problem-solving skills
  • Exceptional written and oral communication skills
  • Advanced skill in the use of Microsoft Office applications (such as Word, Excel, Power Point)
  • Proven project coordination, facilitation and team building skills
  • Proven ability to synthesize complex and diverse information to formulate a recommendation or course of action
  • Demonstrated ability to lead/supervise others
  • Must possess the ability to perform duties with the highest level of tact and confidentiality
At Northwest Permanente, P.C., we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Northwest Permanente, P.C. believes that diversity, inclusion, and equity among our employees is critical to our success and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

]