Executive Assistant-CEO and EVP

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Hybrid work opportunities available

The Washington State Hospital Association will provide excellent customer service to our members and ensure the safety and wellbeing of our community and one another through the empowerment of each employee. We value integrity, collaboration and service. We are accountable to our members for innovative and cooperative efforts that anticipate needs, leverage resources and deliver solutions.

 

POSITION SUMMARY:  

This position is responsible for providing comprehensive administrative and professional support to the President/Chief Executive Officer (CEO) and Executive Vice President (EVP), the top two leaders at the Washington State Hospital Association (WSHA). This position provides key support to the association’s governance structure, including the Board of Directors and several committees.

 

The position will interact and engage extensively with internal parties, external members and community partners. This position maintains a high level of knowledge of WSHA administrative teamwork flows, policies, and procedures. This position requires the ability to work proactively, maintain confidentiality and work with a high level of discretion. This position is a part of the Administrative Team and will attend and positively participate in all Administrative Team meetings, gatherings and, as appropriate, shared work, and to coordinate regularly with team leaders. 

 

Essential Duties and Responsibilities: 

  • Executes, coordinates, and monitors administrative tasks and projects through to successful on-time completion. Prioritizes conflicting needs, handles issues expeditiously and proactively follows through on projects, often with deadline pressures. 
  • Manages CEO/President’s and EVP’s calendars, keeping them on track and on time, planning and organizing regular meetings and check-ins. Uses discretion in scheduling and re-scheduling meetings. Uses independent judgment in the screening and directing of telephone calls, email, printed correspondence, ensuring high-priority items are handled quickly and lower-priority items are delayed or assigned to others. If requested, organizes travel for the CEO and EVP.
  • Assists CEO/President and EVP to manage commitments, projects and responsibilities, keeping them informed of deadlines and following up as appropriate. Ensures requests for materials and information are delivered in a timely manner.
  • Coordinates, plans and executes onsite and off-site meetings and webinars, establishing and communicating deadlines and tracking deliverables for others involved. Holds primary responsibility for support of the Board of Directors and several committees, with help from other administrative staff. This work includes scheduling, sending invites, tracking attendance, taking minutes, organizing and proofing materials, setting up audio visual equipment, arranging catering and managing the set-up of the room.
  • Proofs and creates materials including emails, letters, presentations, and flyers. 
  • Produces and implements annual member visit schedule for CEO and Senior Leadership Team.
  • Builds internal and external relationships that are crucial to the success of the organization. Serves as the primary point of contact for member CEO executive assistants and executive assistants for leaders at outside partners and other state hospital associations.  
  • Serves as a resource for internal and external stakeholders, providing general information or directing requests to the appropriate staff person. This work involves coordinating and working with individuals at all levels within the organization and may include providing training to others.
  • Maintains a working knowledge of the Association’s policies and procedures, adjusting as policies and procedures change. 
  • Helps to keep member database and member contact information up to date for relevant committees and the Board of Directors. Tracks leadership changes at hospitals and communicates changes to WSHA staff.
  • Completes expense reconciliation on behalf of CEO and EVP. 
  • Effectively handles interpersonal interactions at all levels and handles interpersonal situations with diplomacy and sensitivity. 
  • Works well under pressure and maintains a calm, personable and professional demeanor at all times. Engages respectfully with all staff at the association and outside partners. 
  • Able to successfully work independently or as a member of a team.
  • Manages interruptions without impact to accuracy of work product.
  • Identifies problem areas and implements process improvements.
  • Actively participates, and occasionally leads, components of internal meetings.
  • Actively participates as an engaged member of the support staff team.
  • Assists with the distribution of annual member dues invoices.
  • Supports operational tasks and level-loading of work with other members of the EA and Coordinator support team.
  • Other duties as assigned.

Qualifications: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  

 

Education/Experience:        

  • Bachelor’s degree preferred. High School Diploma or equivalent required.
  • At least 5 years’ experience in an office environment required. Experience assisting a senior level leader and/or a board of directors strongly preferred.

 

Skills & Abilities:  

  • Ability to manage and complete complex projects in a dynamic environment with strong attention to detail, timeliness and accountability. Strong organizational skills and ability to set own priorities and manage to deadlines.
  • Ability to think and act in a proactive manner. 
  • Ability to listen, understand and respond to external and internal customers’ needs in a timely manner; customer service experience preferred.
  • Excellent human relations and interpersonal skills with the ability to be flexible and sensitive to people’s needs. Ability to work successfully with diverse groups of people.
  • Excellent oral/written communication skills and proofreading ability. Thorough mastery of English grammar, punctuation, and spelling.
  • Ability to understand how each element contributes to the greater whole. 
  • Ability and willingness to train others on key functions, software, processes and procedures.
  • Demonstrated communication skills including listening, clarity, confidence, open-mindedness, respect and a sense of humor.
  • Ability to give and receive feedback in a constructive manner to colleagues and supervisors.

Technology

  • Demonstrated proficiency in all technical aspects of work assignments. Proven ability to use various office software packages, technology, and systems, coupled with ability and willingness to learn new packages, technology and systems when needed.
  • Proficiency with Microsoft Office Suite (Outlook, Word, Excel and PowerPoint).
  • Knowledge of function of a membership database (training is available). 
  • Strong understanding of in-person and remote meeting-related technology (website/email, presentations, audio-visual, and video conferencing). Ability to learn and navigate a variety of web-based tools for things such as remote meetings and conducting surveys.

Affiliates

Contact Us

Washington State Hospital Association
999 Third Avenue
Suite 1400
Seattle, WA 98104

Map / Directions

206.281.7211 phone
206.283.6122 fax

info@wsha.org

Staff List