Senior Executive Assistant to IT Group VP

This position is full-time hybrid/remote. Candidate should reside in the Renton, WA area for ease of working at Providence offices. Though the role is hybrid/remote, the individual in this role must be available and responsive during normal business hours. Possible travel up to 20% of work schedule.

Working for Providence Health & Services means joining a mission-driven and innovative team that is transforming the healthcare industry. As a member of the Enterprise Business Applications team at Providence, you will have the opportunity to optimize and enhance our financial, HR, and supply chain ERP system, and our employee time-tracking systems that support over 122,000 employees throughout the health system. You will also be part of a diverse and collaborative community that shares the values and vision of Providence, a not-for-profit Catholic health care system that operates 52 hospitals and over 1000 medical clinics across seven states. If you want to challenge yourself and make a difference in people’s lives and in the experience of our clinical caregivers, Providence Health & Services is the place for you.

Providence caregivers are not simply valued – they’re invaluable. Join our team at Enterprise Information Services and thrive in our culture of patient-focused, whole-person care built on understanding, commitment, and mutual respect. Your voice matters here, because we know that to inspire and retain the best people, we must empower them.

The Senior Executive Assistant provides administrative, planning, and executive support of a highly complex and confidential nature for this executive and their team. The activities of this position include supporting an executive(s) by managing calendars, correspondence, meeting and agenda preparation and other logistical matters. This role networks extensively with many of the organization's stakeholders and must represent their supervisor and the health system in a positive and professional manner. The job duties listed below are essential functions of the position. However, other duties may be assigned, and may also be considered essential functions of the position.

Responsibilities include:

• Independently, or in consultation with their supervisor, develops plans needed to carry out assigned projects and activities; establishes methods and schedules to implement and maintain activities for the executive. Exercises extensive independent judgment to reflect and match executive’s leadership style.
• Facilitates, and performs administrative functions in support of meetings as assigned, both onsite and offsite. Support activities include timely collection and preparation of draft agendas; prioritizing items in consultation with executives to finalize agenda; dissemination of meeting materials; coordination of meeting records, evaluations, and follow-up reports.
• Oversees the coordination of the Office of the executive(s) they support. Assures a logical flow for scheduling of activities, including preparation and planning time. Either works with other assistants or works independently to schedules meetings, travel, and outside commitments. Assures that the executive has the materials needed for meeting obligations in advance of appointments through maintenance of confidential department files.
• Coordinates writing, editing and communications tasks. This includes initiating and drafting correspondence; recording minutes of meetings and telephone conference calls; compiling information and preparing summary reports; overseeing and prioritizing incoming or outgoing mail and messages and preparing information for presentation or publication. Exercises independent judgment and decision-making in handling incoming and outbound information and material.
• Supports the executive(s) through positive communications and relations with internal and external customers in an environment that is open and inviting. Maintains relationships with, and responds to contacts from, internal and external customers (such as executives, professional association staff, consultants, government agency personnel) and others related to the health care ministry with the purpose of exchanging information, scheduling meetings and communicating confidential and non-confidential matters involving the senior executive and the health system. This support includes significant interaction with senior leaders reporting to the executive(s) this position supports. Position provides appropriate referrals or informs the executive(s) when a situation warrants direct attention.
• Collaborates with a wide variety of offices and individuals to assist in all organizational integration efforts to fulfill strategic objectives, best practices, and outcomes for the integrated health system.
• Scheduling meetings across multiple shifting calendars for this executive and their team.
• Planning travel and assisting with expense reporting.
• Plans, executes, drives employee participation, and reports on small projects supporting Providence’s mission.
• The position plans and coordinates projects and activities; plans administrative and secretarial actions to accomplish and control workflow; and develops efficient procedures to handle and track the status of materials and documents for distribution.

Required Qualifications:

• Bachelor's Degree or equivalent education or experience.
• Coursework/Training in secretarial or office support services or equivalent education or experience.
• Five years’ experience as an administrative assistant for an executive.

Preferred Qualifications:

• Extensive experience in scheduling meetings and managing multiple calendars
• Working knowledge of desktop software applications (e.g., MS Outlook, Teams, Word, Excel, PowerPoint, Email), and SharePoint.
• Experience making travel plans and expense reporting using Concur.

The salary range listed for this position MIN:$34.38 to MAX:$54.42 per hour is based upon the primary work location Renton, WA. This position is remote. Salary range and offers are determined by internal pay equity and geographic cost of living differences. Salary range will vary from State and region. Salary max is limited to 75% range in order to continue to offer internal pay growth. We welcome open and transparent discussions on salary at Providence.

Why Join Providence?

Our best-in-class benefits are uniquely designed to support you and your family in staying well, growing professionally, and achieving financial security. We take care of you, so you can focus on delivering our Mission of caring for everyone, especially the most vulnerable in our communities.

Accepting a new position at another facility that is part of the Providence family of organizations may change your current benefits. Changes in benefits, including paid time-off, happen for various reasons. These reasons can include changes of Legal Employer, FTE, Union, location, time-off plan policies, availability of health and welfare benefit plan offerings, and other various reasons.

The amounts listed are the base pay range; additional compensation may be available for this role, such as shift differentials, standby/on-call, overtime, premiums, extra shift incentives, or bonus opportunities.

Check out our benefits page for more information about our Benefits and Rewards.