Providence Executive Assistant in Seattle, Washington
Providence St. Joseph Health is calling an Executive Assistant to our location in Seattle, WA.
We are seeking an Executive Assistant to to provide a wide range of high-level administrative support to the Executive Vice President & Chief Legal Officer, Deputy General Counsel, Senior Corporate Counsels, Corporate Counsels, Associate Counsels and Paralegals. Responsibilities include a variety of diverse duties such as managing calendars and meeting schedules, reviewing and preparing correspondence, document production, preparation of reports and presentations, creation and management of paper and electronic files and databases, and organizing, prioritizing and coordinating workflow, and processing/tracking invoices for payment to vendors and outside counsel firms. Acts independently in coordinating administrative responsibilities.
In this position you will have the following responsibilities:
Maintain strictest confidentiality, trustworthiness and integrity at all times
Manage and prioritize calendars and meeting schedules by identifying required meeting specifics, coordinating the most convenient meeting time and notifying participants.
Develop, prepare and/or assemble necessary materials for meetings presentations, agendas, invitations, and other background materials. Arrange for meeting rooms, catering, supplies and other materials required.
Initiate and triage phone calls by ascertaining nature of call and priority. Notify appropriate department employee or other department of emergent and urgent issues, and redirect clients as necessary. Provide excellent customer service to clients in a timely and consistent manner.
Open, date stamp and read incoming mail, e-mail, faxes and voice mail (transcribe as needed). Redirect mail to other appropriate personnel.
Compose, edit and proofread variety of highly complex correspondence, memos, presentations and materials, and directly handle within the assigned scope of authority, knowledge and understanding of activity.
Maintain an ongoing database and filing system, both paper and electronic, of key information for the efficient storage and retrieval of office records, contracts, correspondence, confidential information and other documentation currently through M-files, Determine, Meditract, etc., and information that needs to be communicated on a regular basis. - Coordinate travel arrangements including air, hotel and ground transportation, and process expense reimbursement reports according to travel policy on a timely basis.
Review and process invoices for payment to outside counsel firms, prepare check requests for invoices from other vendors for payment/approval, and remit to Accounts Payable. Identify and resolve any discrepancies.
Complete individual projects/tasks assigned within a timely manner and by a designated deadline. Able to identify and prioritize tasks. Communicate immediately if any issue jeopardizes completion of the project so that collaboration with other assistants can be arranged to meet deadline.
Assist attorneys in tracking their Continuing Legal Education (CLE) credits with various bar associations, and process as required to maintain annual licenses.
Required qualifications for this position include:
Associates Degree or equivalent from a two-year college or technical school.
Good understanding of basic legal terminology.
Able to plan and prioritize a high volume of work within deadlines.
Strong organizational skills, problem solving and ability to compose correspondence and reports. Independent thinking, ability to interpret policies and procedures and skilled in interpersonal relationships. Strong communication skills.
Able to work with a diverse group of people; maintain rapport with the public and internal customers; participate as a team member. Ability to effectively communicate with a wide variety of individuals. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to author, edit and write moderate to highly complex reports and correspondence to a specific or wide audience. Ability to perform basic mathematical computations of addition, subtraction, multiplication, and division. Review materials for content, accuracy.
Ability to independently manage customer service, office management and project workflow. Ability to handle moderately complex to highly complex problems or issues in standard and especially emergent situations.
In-depth knowledge of Microsoft Word, PowerPoint and Excel. Knowledge of scheduling programs, e-mail and voice mail.
Experience with file management and database management.
Able to work flexible hours to support the multiple and competing demands of supporting members of legal department.
Able to adapt to changes in priorities and can accommodate unplanned activities readily. Can be counted on to follow through and to make arrangements for back-up support.
Preferred qualifications for this position include:
5 years recent administrative work supporting high level executives in a major organization.
Health Care experience.
Experience in a legal office.
About the department you will serve.
Providence Shared Services provides a variety of functional and system support services for our Providence family of organizations across Alaska, California, Montana, New Mexico, Oregon, Texas and Washington. We are focused on supporting our Mission by delivering a robust foundation of services and sharing of specialized expertise.
For information on our comprehensive range of benefits, visit:
As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.
Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.
Job Category: Administrative (Non-Clinical)
Req ID: 288399