Are you an experienced Executive Assistant? Would you like to work with a group of dynamic, dedicated, passionate people? If this sounds like something you would like to be part of, we want to talk to you about a career at WSHA – the Washington State Hospital Association.
WSHA has been in existence for over 85 years and continues to grow and evolve as the needs of Washington Residents and our member hospitals change. We are located in beautiful downtown Seattle, surrounded by wonderful views of Puget Sound and the Olympic mountains, with easy access to bus lines or underground parking, and we are currently recruiting for an Executive Assistant.
The Executive Assistant position is a full-time position and is responsible for providing a high level of administrative support, meeting and conference planning and management, as well as organization infrastructure with professionalism. This position fosters a positive, effective and efficient organization for staff, Association members, and all other constituencies relating to the Washington State Hospital Association.
Specific duties of this position include, but are not limited to:
- Manages active calendars for executives, senior leaders and/or directors including keeping them on track and on time, planning and organizing regular meetings and check-ins, and using discretion in scheduling and re-scheduling meetings. Also provides “gatekeeper” role, creating win-win situations.
- Assists executives, senior leaders and/or directors manage their commitments, projects and responsibilities, keeping them informed of deadlines and following up as appropriate. Ensures requests for materials and information is delivered in a timely manner.
- Coordinates, plans and executes a high-volume of meetings and webinars, establishing and communicating deadlines and tracking deliverables for others involved.
- Provide support at off-site meetings and events.
- Performs website updates as needed within area of focus.
- Proofs and creates materials including letters, presentations, flyers, emails, toolkits, and other collateral.
- Builds internal and external relationships that are crucial to the success of the organization.
- Prioritizes conflicting needs, handles issues expeditiously and proactively follows through on projects to successful completion, often with deadline pressures.
- Takes minutes at meetings as appropriate, providing a draft to the executive or senior leader in a timely manner for review.
- Perform standard business math, track financial data, and make simple projections to ensure retreats, dinners and meetings are within budget.
- Books and organizes travel for executives and directors as needed.
- Multiple work projects and priorities are handled and completed on time.
- Maintains a working knowledge of the Association’s policies and procedures, adjusting as policies and procedures change. Work involves addressing a wide range of problems which requires interpreting policies and procedures and using ingenuity to put information together.
- Serves as a resource for internal and external stakeholders, providing general information or directing requests to the appropriate staff person.
- Common and unique problems are addressed using reasoning and judgment. Practical, thorough, and creative solutions are developed and shared with the team.
- Schedule and support meetings including sending invites, tracking attendance, organizing and proofing materials, setting up audio visual equipment, arranging catering and managing the set-up of the room.
- Completes expense reconciliation on behalf of executives and other staff.
- Manages a broad range of operational and procedural office and administrative issues which may at times require research, analysis, and evaluation of information and initiates collaboration with the support team to develop a solution as needed.
- Effectively handles interpersonal interactions at all levels and handles highly sensitive interpersonal situations with diplomacy.
- Works well under pressure and is able to maintain a calm and professional demeanor at all times.
- Able to work successfully independently or as a member of a team.
- Manages interruptions without impact to accuracy of work product.
- Performs reception duties at the front desk when needed.
Desired qualifications, skills, and abilities
- Bachelor’s degree preferred. High school diploma or equivalent experience required.
- At least five (5) years of administrative work experience in an office setting (preferably at a non-profit).
- Demonstrated proficiency in all technical aspects of work assignments.
- Proven ability to independently handle multiple work priorities and projects in a fast-paced environment.
- Excellent writing and verbal skills.
- Thorough mastery of English grammar, punctuation, and spelling.
- Exceptional interpersonal skills.
- Able to work successfully with diverse groups of people.
- Able to independently apply a wide variety of policies and procedures where specific guidelines may not exist.
- 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.
- Able to train others on key functions, software, processes and procedures.
- Demonstrated communication skills to include listening, clarity, confidence, open-mindedness, respect and the ability to receive feedback.
- Proven organization ability, attention to detail, and ability to set own priorities and manage to deadlines.
- Highly proficiency with MS office, Outlook, Excel, PowerPoint required. Proficiency in Adobe Acrobat a plus. Able to learn and navigate a variety of web-based tools (e.g. SurveyMonkey, Mailchimp, etc.)
- Knowledge of HTML and experience updating website content preferred, but not required.
If you have the skills and abilities listed above, feel that you would be a good fit for this position and would like to be part of this exceptional organization, please reply through our career center at the link below for immediate consideration.
Remote work currently available temporarily due to COVID pandemic. Local candidates preferred. No calls please. WSHA is an Equal Opportunity Employer.
WSHA is an Equal Opportunity Employer.