Overview

The Executive Assistant to the CEO and Board of Directors provides comprehensive support to Northwest Permanente’s most senior stakeholders. This position acts on behalf of executives in accomplishing general and complex administrative tasks, which involves making decisions and commitments within the scope of delegated authority. This role regularly provides information, documentation, and support by managing calendars, travel arrangements, budget, expenses, event planning and meeting coordination.Major Responsibilities / Essential Functions - 

• Creates, writes, and edits documents, reports, and general correspondence for distribution for both internal and external audiences, including confidential and sensitive material.
• Plans all aspects of meetings by organizing agendas and materials, and conduct follow up on open action items.
• Documents and maintains general records, documents, memoranda, policies, and procedures to ensure accurate and sufficient documentation exists to meet legal requirements and to enable authorized persons to determine when, how, and by whom business was conducted.
• Provides management of a complex meeting schedules for both national and local activities, using discretion when scheduling appointments, conferences, presentations, and travel arrangements.
• Facilitates communication for Northwest Permanente executives and other stakeholders 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.
• Produces visual presentations and other graphics.
• 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.
• Sorts, reads, and prioritizes incoming correspondence for executives while maintaining confidentiality.
• Organizes and coordinates all aspects of travel and transportation for the President/CEO, executives, and their direct reports, as requested.
• Tracks, reports and completes expense reports, vacation schedules and employee recognition for executives.
• Coordinates executive meetings for in person, virtual, and hybrid events including national forums (e.g. Executive Leadership Retreats, company-wide events) and promotes efficient use of program resources.

Minimum Qualifications - 

• Bachelor’s degree in Business and/or equivalent experience working in a health care or business administration environment
• Seven (7) years’ experience supporting senior level executives.
• Two (2) years’ project management experience.
• Five (5) years’ experience in event planning, including both local and national forums/meetings
• 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.

Preferred Qualifications -

• Three (3) years’ supporting Board of Directors

Join Our Medical GroupNorthwest Permanente is a self-governed, physician-led, multi-specialty group of 1,500 physicians, surgeons, and clinicians, caring for 630,000 members in Oregon and Southwest Washington. Kaiser Permanente is one of the nation's preeminent health care systems, a benchmark for comprehensive, integrated, value-based, and high-quality care.Equal Opportunity EmployerAt Northwest Permanente, 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 believes that equity, inclusion, and diversity among our employees are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.