Executive Assistant

Overview

As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, integrity, quality and trust that are integral to our mission. EO/AA

The Executive Assistant provides high-level administrative, operational, and project support to one or more executive leaders within the University of Utah Health. This position serves as a trusted partner by managing executive operations, coordinating complex activities, facilitating communication, and supporting strategic priorities and organizational initiatives. Responsibilities may vary based on the executive(s) support and the functional area, while maintaining consistent administrative and operational support across the Executive Suite

Corporate Overview: University of Utah Health is an integrated academic healthcare system with five hospitals including a level 1 trauma center, eleven community health centers, over 1,600 providers, and a health plan serving over 200,000 members. University of Utah Health is nationally ranked and recognized for our academic research, quality standards and overall patient experience. In addition to our clinical delivery system, we have a School of Medicine, School of Dentistry, College of Nursing, College of Pharmacy, and College of Health providing education and training for over 1,250 providers annually. We have over 2 million patient visits annually and research grants exceeding $350 million. University of Utah Hospitals and Clinics represents our clinical operations for the larger health system.

Responsibilities

Essential Functions

Executive Support

• Provides comprehensive administrative support to one or more executive leaders, exercising sound judgement, discretion, and professionalism.
• Manages complex calendars, scheduling priorities, travel arrangements, and meeting logistics.
• Coordinates executive correspondence, prioritizes request, and ensures timely follow-up on action items.
• Represent the executive professionally when interacting with internal and external stakeholders.
• Provides administrative and project coordination support for strategic initiatives, operational priorities, committees, and program within the executive’s area of responsibility.
• Assist in planning, tracking milestones, coordinating meetings, maintaining documentation, and monitoring deliverables for executive-sponsored initiatives.
• Prepares reports, presentations, dashboards, and other materials to support executive decision-making.

Communication Skills

• Consistent written and oral communication.
• Using executive communication preferences, respond to leaders, staff and external contacts on behalf of the supported executive(s).
• Editing and proofing any communication for grammar and spelling, in addition to meeting the behavioral standards.

Technology Proficiencies

• Proficient in Word Processing and other MS Office tools, ie PowerPoint.
• Capable of taking meeting notes and summarizing in action items.
• Capable of creating PowerPoint presentations.
• Support large meetings utilizing Teams, Skype or Zoom when needed.

Equipment Handling

• Capable of using functions of the Multi-Functional Printer/Copier/Scanner.
• Proficient in desktop tools, including use of laptop and smartphone.
• Proficient in display devices within the board or conference rooms.

Customer Service Skills

• Appropriately represent the Executive and UUHC Hospital Administration.
• Demonstrate consistent patience, professionalism, and attentiveness to all team members.
• Demonstrate emotional intelligence concerning sensitive topics or situations that might develop.

Planning and Preparation

• Review calendars and important meeting dates with the intent of planning necessary steps for a positive outcome.
• Leverage automation tools if needed.
• Structuring agendas, meeting materials and invitation lists.

Team Work

• Demonstrate a team work effort to working with other executive assistants.
• Develop strong listening and cooperation skills.

Self-Motivation

• Be able to work and produce work effort with minimal oversight.
• Demonstrate problem solving skills.
• Adhering to schedule hours.

Filing / Paper Management

• Manage all paper files and create a system for easy retrieval when needed.
• Leverage automation, ie Teams, shared folders, box, etc.

Research Skills

• Investigate various topics which may require internet or library searches.
• Summarize research findings.

Knowledge / Skills / Abilities

• Well established human relations, effective communication, and public relations skills.
• Ability to perform the essential functions of the job as outlined in the position description.
• Demonstrates writing and PowerPoint skills.
• Ability to multi-task and prioritize in an organized fashion.
• Anticipates and takes initiative for what needs to be done and functions with minimal direction.
• Supportive of the team (i.e.: other Executive Assistants and Executives) and sharing responsibilities as needed.
• Exercise critical judgment and anticipate needs of the executive director and other customers.

Qualifications

Required

• Associate's degree, or equivalency.
• Four Years of Executive Assistant Experience or equivalency
• Must have strong Microsoft Office skills, including PowerPoint, Excel, Outlook, etc.

Qualifications (Preferred)

Preferred

• Bachelor's Degree in Business, Finance or related field, or equivalecy.

Working Conditions and Physical Demands

Employee must be able to meet the following requirements with or without an accommodation.

• This is a sedentary position in an office setting that may exert up to 10 pounds and may lift, carry, push, pull or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

Physical Requirements

Listening, Speaking