JOB TITLE: Executive Assistant FLSA STATUS: Non-exempt
HYBRID WORKPLACE OPTIONS
REPORTS TO: Supervising Executive Assistant
CORE VALUE STATEMENT
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.
Under administrative leadership direction, this position is responsible for serving as an executive assistant at the Washington State Hospital Association (WSHA). As directed by leadership, this position is responsible for providing comprehensive administrative and professional support to leaders and teams across the Association. This position maintains a high level of knowledge of WSHA administrative teamwork flows, policies, and procedures. This position requires the ability to interact with diverse groups and maintain confidentiality and a high level of discretion. Job duties include providing administrative support functions for a department, event, or initiative while coordinating office operations; organizing, and managing calendars; coordinating and handling travel arrangements and reimbursements; coordinating schedules with various committees, board meetings and taking minutes.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- High-level calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of executive meetings and events.
- Use independent judgment in the screening and directing of telephone calls, email, printed correspondence, and other.
- Research, prepare, edit, and coordinate drafts of administrative correspondence, documentation, data summaries, policies, and reports for use in internal and external matters.
- Prepare and distribute agendas, take meeting minutes, facilitate and schedule meetings.
- Coordinate, plan and execute a high-volume of meetings and webinars, establishing and communicating deadlines and tracking deliverables for others involved.
- Assist with formal and informal presentations using multimedia.
- Participate in confidential and/or sensitive discussions/decisions.
- Exercise independence, good judgment, and a clear understanding of the priorities of WSHA.
- Prepare confidential correspondence and other documents of a highly sensitive nature.
- Create, research, and/or obtain briefing documents and background materials necessary for meetings and events from a wide variety of sources.
- Ensure proper retention and recording of documents according to the records and retention schedules.
- Follow established procedure and coordination for the procurement of supplies and equipment.
- Make travel arrangements as needed. Assist executives with submission of associated expenses.
- Manage the planning and implementation for large onsite, offsite, virtual, or combined in-person/virtual meetings (meeting space, AV, food, hotel reservations, speaker logistics and registration).
- Proof and edit documents and presentations.
- Coordinate marketing and registration efforts, including website, email, and registration materials.
- Coordinate roles and tasks for events with team members as appropriate and communicates expectations clearly to ensure completion.
- Provide basic support to staff and speakers in use of event-related technology (web conferencing, Power Point presentations, video, etc.).
- Proof, create, and develop flyers, brochures, and other material in coordination with their leaders and/or team while adhering to WSHA branding standards.
- Greet guests, staff, members of the community, and other visitors arriving for appointments or meetings and ensure all visitors sign in and out by monitoring the logbook.
- Facilitate incoming mail and distribution.
- Support WSHA Bookstore.
- Complete expense reconciliation on behalf of executives and other staff.
- Perform website updates as needed within area of focus.
- Support may involve coordinating and working with individuals at all levels within the organization and may include providing training to all levels in standard office procedures.
- Supports operational tasks and level-loading of work with other members of the EA and Coordinator support team.
- Perform other duties as assigned.
This position has no supervisory responsibilities.
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.
The education, experience, and skills necessary to perform adequately in the position.
- Earned High School degree or GED at the time of hire.
- Valid unrestricted driver’s license.
- Two (2) years of professional level administration assistant experience.
Skills & Abilities:
- Thorough knowledge of administration duties and responsibilities.
- Ability to gather information and prepare written material or presentations.
- Ability to communicate and interact with people from diverse backgrounds in a sensitive and positive manner.
- Knowledge of WSHA workflows, policies and procedures.
- Experience handling travel arrangements, including airfare, lodging and car rental accommodations.
- Experience with meeting planning, including location, catering, and arranging all logistical and equipment needs.
- Ability to prioritize job assignments.
- Ability to deal simultaneously with several issues or problems.
- Ability to appropriately represent WSHA as necessary both verbally and in writing.
- Ability to communicate professionally and effectively both orally and in writing.
- Ability to provide quality customer service.
- Ability to work collaboratively with colleagues, co-workers, and members.
- Proficiency in using Zoom, MS Office Suite (Word, PowerPoint, Excel, Outlook, TEAMs).
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work is typically performed in an office environment, with a moderate noise level. The employee is frequently required to talk and hear on the telephone and in person with individuals and groups. The incumbent may carry materials/equipment weighing up to 25 lbs on occasion. The incumbent is required to read and respond to documents in hard copy and electronic form. The position requires frequent travel within Washington State to member facilities, and on occasion, overnight travel is necessitated.