About Sound Physicians:

Headquartered in Tacoma, WA, Sound Physicians is a physician-founded and led, national, multi-specialty medical group made up of more than 1,000 business colleagues and 4,000 physicians, APPs, CRNAs, and nurses practicing in 400-plus hospitals across 45 states. Founded in 2001, and with specialties in emergency and hospital medicine, critical care, anesthesia, and telemedicine, Sound has a reputation for innovating and leading through an ever-changing healthcare landscape — with patients at the center of the universe.

Sound Physicians offers a competitive benefits package inclusive of the items below, and more:

• Medical insurance, Dental insurance, and Vision insurance
• Health care and dependent care flexible spending account
• 401(k) retirement savings plan with a company match
• Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year, in accordance with Sound's PTO policy
• Ten company-paid holidays per year

About the role:

This position is responsible for partnering with the leaders of the respective team/s to provide administrative and operations support while working to leverage the time of their executive/s and laboring to facilitate movement in tasks/projects toward the team’s operational goals.

Essential duties and responsibilities:

• Coordinate and/or arrange meetings, conference calls, web presentations, and travel schedules while resolving conflicts and projecting the schedule out at least 3 months in advance
• Manage travel for executives: arranging travel exclusively through World Travel, proactively checking transit status (flight and train for delays), outlining ‘travel time’ in calendars, providing driving directions, checking-in leaders for departures, notifying impacted parties (accompanying team members for meetings and those the executive will be traveling to meet) of delays, and coordinating travel along with other administrative support colleagues to include consolidating travel when applicable
• Facilitate clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations
• Work to gather materials and disseminate the information to leaders at least 48 hours prior to meetings/calls when they will be discussed
• Manage database/s of contacts (often in Outlook) for executive/s, proactively scrubbing communications for new contacts as well as contact revisions which need to be made, ensuring the contacts are kept current, detailed, include assistant’s contact information in addition to the executive’s contact information and make sure when each contact was last updated is noted

• Present supported executives with bios and photos of external leaders they will be meeting with for the first time, as needed
• Track locations of executive’s relationships to suggest meetings in cities of upcoming travel to facilitate further development of executive’s relationships and consolidate travel
• Present executives with suggestions to help leverage their time, on at least a quarterly basis
• Assist Sound with administrative projects affecting your team and role, such as IT audits, Staples feedback, administrative responsibility assessments, etc.
• Act as an executive’s approving delegate in UltiPro (PTO) and/or Concur (expense & travel), to review, approve, decline, and respond to submissions requesting additional information necessary to consider approval, using the guidelines established by the executive/s, as requested
• Gather material from various sources to create first drafts of presentations and documents, which may be used internally and/or externally, ensuring the materials are aligned with Sound’s marketing brand
• Use various software programs to create dashboards, mail merges, administer surveys, manipulate formats to best fit the data to be presented, add signatures, and manage OWL site, as requested
• Manage executive’s internal and external deliverables, by organizing tasks, tracking deadlines as well as parties responsible for completing components, providing reminders, and offering to take on work needed and remove obstacles to ensure deadlines are met
• Partner with senior leaders to provide email screening, to include but not be limited to: create mailbox organization, draw attention to time-sensitive emails, remove spam, track deliverables, and respond with the leader’s scheduling availability
• Provide event support, by way of creating drafts of materials, coordinating presenters, budget tracking, researching vendor costs, negotiating rates, arranging facilities as well as catering, signing contracts, and conducting planning calls
• Research and gather event cost estimates as well as estimates for charitable contributions, to gain the budget owners approval, and then, submit upcoming expenditures centrally for pre-authorization prior to incurring costs or submitting pledge contributions
• Act as the first point-of-contact for IT issues, facilitating initial troubleshooting at an intermediate level and escalating to IT only once preliminary troubleshooting has been executed
• Function as the “ears of the team”, by collecting information around administrative changes at Sound (i.e. policy revisions, process changes, leadership changes, other team practices which may be beneficial, etc.), then, validate the changes with the Director of Administrative Operations, and finally, communicate the vetted information back to your team
• Cross-train with assistant/s on the team to ensure the majority of the administrative support needs can be met when fellow assistants on the team are out of the office
• Act as point-person in leader searches, managing the schedule, logistics, and communication when searches are underway, providing leader availability for interviews, often coordinating logistics directly with candidates while ensuring Recruiting is abreast of the schedule and developments, as well as consolidating leader feedback on candidates for executive review
• Gather receipts to prepare weekly expense reports and reconcile month-end Sound credit card expenditures
• Assist with planning, organizing and arranging new colleague onboardings as requested
• General office work (faxing, scanning, mailings, draft letters, order supplies & forms)
• Complete additional special projects as assigned

Special knowledge, skills, and abilities needed to perform your job:

• Online Research Skills - Ability to conduct online research, discerning the validity and relevance of online material
• Expediting Goal Achievement - Adept at moving conversations forward toward an end goal, while keeping stakeholders engaged and content with the pace of progress
• Facilitating Healthy Meetings - Well versed in leading productive meetings/calls, encouraging collaboration, building consensus, as well as establishing deliverables and designating parties responsible for their execution
• Interpersonal Skills - Strong interpersonal skills to handle sensitive situations and confidential information, exercising discretion and the ability to determine individuals who should be included in conversations
• Sound Judgement - Position continually requires demonstrated poise, tact, diplomacy, and good judgment
• Competency Working Independently - Ability to multi-task and prioritize workload in a fast-paced environment, operating independently under limited supervision
• Time Management – Capable of gauging time needed for tasks as well as the discipline and quick thinking needed to determine where to focus work efforts
• Attention to Detail – Consistently produce high quality work with minimal to zero errors
• Adaptability – Ability to thrive in an environment with frequent changes, requiring sound decision making skills under limited supervision
• Work Wisely - Possess the competence to assess the amount of work which should be invested in a task, based on the task’s value and yield
• Communication Skills - Excellent written and oral communication skills to be able to communicate with internal and external individuals at all levels of organizations
• Customer Service - Service oriented mentality towards both internal and external individuals
• Resourceful Problem Solver - Creative and persistent problem solver, avoiding routine use of colleagues as a first-resource, and instead, quickly and independently research and seek solutions
• Confidentiality - Able to handle confidential material in a reliable manner, exercising discretion
• Software Proficiency – Expert in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook
• Technological Proficiency– Ability to perform intermediate IT troubleshooting without supervision
• Administrative Proficiency - Excellent general office skills: computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc.

Education and Experience:

• Minimum: Bachelor’s Degree or equivalent experience
• Preferred: Bachelor’s Degree with focus in business management or healthcare and PMI approved Certification in Project Management
• Minimum: 5 years business administration experience in a fast-paced, professional setting, with project experience
• Preferred: 7-10 years business administration experience, working in a fast-paced environment, in the healthcare industry

Other details:

• Sitting at desk for up to eight hours (w/breaks)
• Working on computer for up to eight hours (w/breaks)
• Occasional moving/lifting file boxes (up to 25 lbs.) with assistance or hand-truck
• Occasional travel (1-2 trips per year) in support of events
• Personal automobile required for occasional local errands.

This job description reflects the present requirements of the position. As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment.