Washington Permanente Medical Group · 1 month ago
Administrative Assistant, Executive Support
Renton, Washington, United States
Full-time
Onsite
Mid Level
$65K/yr - $78K/yr
3+ years expWashington Permanente Medical Group is seeking an Administrative Assistant to provide executive support to multiple medical leaders at the director level. The role involves managing calendars, travel arrangements, and expense reporting, while also coordinating with various teams to ensure efficient operations.
Health CareLocalPharmaceutical
Responsibilities
Allocates leaders’ time appropriately to help them prioritize
Keeps leaders proactively informed of incoming changes to schedules
Manages travel arrangements and documentation following KP travel policies and guidelines
Coordinates with administrative staff in other teams to surface and resolve scheduling conflicts
High level of comfort setting up presentation equipment and video conferencing equipment for in-person and virtual meetings
High comfort with technology to help leaders in the moment and triage their IT issues effectively to the right IT help staff
High comfort level with Microsoft Outlook, Word, PowerPoint, Zoom and Teams
Experience with editing SharePoint pages and sharing/organizing documents in SharePoint sites
May staff meetings that their leaders run, including setting up, invitations, circulating advance materials, arranging food, and taking minutes
Occasional large corporate event support, as part of ad-hoc special event production teams
Assists leaders with travel and arrangements in accordance with KP travel policies
Completes travel-related expense reporting
Reconciles leaders’ expense reports monthly; keeps up on expense policy changes
May work with a range of vendors to source and expense special supplies or recognition items
Writes or edits professional correspondence on behalf of leaders for internal and external audiences
Creates or updates PowerPoint presentations for leaders’ meetings
Assists with the review process, confirmation of approvals for messages, and sending of time-sensitive emails to specific distribution lists or to the whole organization
Assists leaders with recognition communications to their direct reports
Assists leaders with compiling and completing annual reviews of their direct reports
Places orders for supplies
May operate a variety of office equipment
Distributes or re-routes mail accurately
May answer telephone inquiries, takes and relays messages and greets visitors
Supports office moves by planning, organizing, packing, and inventorying items
Creates and maintains a clutter-free, welcoming environment for colleagues and customers
Helps with archiving files in accordance with KP policies for records retention
Qualification
Required
Two-year associates degree
3 years of experience supporting director level or above
Maintains and builds skills necessary to perform job functions over time
Continually looks for ways to improve processes, fosters innovation and learning
Encourages innovation, respectfully listens to and acknowledges ideas of others
Is on time and keeps commitments
Consistently manages assigned workload and prioritizes effectively
Engages fully in work, researches solutions, and takes independent action when needed
Acknowledges mistakes and seeks help when needed
Anticipates problems, proactively offers choices and solutions
Maintains good working relationships with both external and internal contacts at all levels of the organization
Treats all co-workers and customers with diplomacy, fairness, dignity, and respect
Accepts suggestions and criticism in a cooperative and positive manner
Works collaboratively with team members and others to achieve identified goals and objectives
Capable of addressing and resolving conflict with honesty and courage
Learns the priorities of the organization
Demonstrates proficiency in the duties of the job
Shares expertise and best practices with others
Reviews facts and data, using evidence and experience to make decisions
Continually looks for ways to improve processes and learn
Learns and practices the KP Service standards: Know me, Respect me, Guide me
Follows through to see if customer needs were met and keeps them informed of status
Timely when responding to voicemail and e-mail
Expresses ideas clearly and accurately both orally and in writing
Respectfully listens to multiple points of view, acts inclusively with all colleagues and customers
Preferred
Business coursework as part of degree program
Experience in a large healthcare environment or Kaiser Permanente administrative role
Benefits
Market-leading health Benefits*(medical/dental/vision)
Generous Employer Retirement Contributions:Upon eligibility WPMG will contribute to your 401(K) with additional employee contributions being optional
Generous Paid Time Off
Company
Washington Permanente Medical Group
Washington Permanente Medical Group providing comprehensive, innovative and patient-centered care to communities.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Michael Vaughan, MD, MBA
Chief Operating Officer
Lauri Gill, SPHR
Senior Human Resources Business Partner
Recent News
Puget Sound Business Journal
2025-03-01
Company data provided by crunchbase