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Administration, Clerical & Support

Provide Critical Support

Our company doesn't run without our administrative professionals. Come join a team where you will utilize your strengths and have the opportunity for personal growth, empowering you to realize your potential.

Executive Assistant II- Quality & Service (Portland, OR)

Location: Portland, OR Additional Locations:
Job Number: 735660 Date posted: 09/14/2018

Provides independent self-directed, professional, confidential executive level assistance and project coordination for a Vice President (VP) and as needed other senior management members of the functions Leadership Team to support the overall business strategies. This position is used for VPs only.

Essential Responsibilities:

  • Provide complex executive administrative support for the VP, by acting as intermediary and personally handling routine matters, by transmitting messages, orders, and requests, both written and verbal, between the VP and/or other regional, area and local administrators and with interregional and Program Office representatives. Provide liaison assistance, locate information, provides procedural assistance, and serve as central contact and communications liaison. Takes a major role in independently coordinating and overseeing logistics of projects as assigned. Coordinate project deliverables/issues with key stakeholders. Facilitates project meetings and reports meeting minutes, decisions made, action plans. Identifies and works to remove barriers to successful completion of the overall project.  Makes ad-hoc recommendations for project management improvements related to productivity, performance, best practices and morale. Delegates or coordinate work assignments to other administrative staff and oversee completion of assignments. Serves as a central contact/liaison for a division working with other executives to coordinate project, research and resolve issues.

  • Supports functional area Leadership Team. Attend and participate in Leadership Team meetings. Oversee preparation of meeting material; take confidential minutes, track assignments and follow-up activities and actions agreed upon by the team. Monitor and coordinate assignments and ongoing work to ensure timely and appropriate action. Work with all members of Leadership Team to manage ongoing leadership activities. Responsible for planning and implementing executive level leadership activities.
  • Manage complex appointment calendar for VP. Routinely juggle multiple competing appointments. Make decisions about prioritizing critical appointments with key staff and regional leadership. Arrange and carry out conference and committee meetings locally and regionally. Coordinate, prioritize and confirm upcoming meetings. Arrange meetings to optimize leader's effectiveness, allowing time for other priorities and responsibilities.
  • Answer, evaluate and triage calls from many different sources, including concerns or complaints that are directed to the VP's office. Make decisions about routing of important calls when VP is not available.
  • Respond independently to routine daily correspondence and compose and initiate other more complex correspondence for approval. Sign on behalf of the VP as delegated on correspondence and other appropriate documents. Thoroughly review all incoming materials to ensure that proper action is taken, including routing and signatures.
  • Assist in tracking and completing various reports. This includes preparing and managing performance reviews and accountabilities for the VP's staff by gathering, organizing, and compiling information. Oversee completion of monthly expense reports and budget tracking for leader's functional area. Prepare and distribute documents and reports using a variety of word-processing, spreadsheet, statistical, and database software. Assist in coordinating the development of presentations and other documents for use in professional committees, appointments, speaking engagements, etc.
  • Oversees or supervisors work of other Administrative level positions in the department. Coordinates works and ensures completion.
  • Coordinate travel arrangements for the VP and other senior staff members. May meet with Hotel Directors of Sales to coordinate meeting locations, visual aid requirements, luncheons, etc. Arrange travel and meetings for high-level visitors.
  • Performs other related duties as assigned and required

  • Basic Qualifications:


  • Minimum five (5) years progressively responsible administrative/executive assistant level experience


  • Bachelor's degree, OR four (4) years of experience in a directly related field.
  • High School Diploma or General Education Development (GED) required.
    License, Certification, Registration

  • N/A

    Additional Requirements:

  • Experience with progressive responsibility and increasing scope of duties and discretion, which must include independent and self-directed work experience.
  • Proven experience coordinating or managing projects.
  • Working knowledge of Kaiser Permanente (KP) Northwest and familiarity with each of the Program's established Regions.
  • Comprehensive knowledge of executive level secretarial procedures.
  • Thorough knowledge of word processing applications and working knowledge of Microsoft Excel and Microsoft PowerPoint.
  • Working knowledge of hotel, airlines, and auto reservation processes.
  • Comprehensive written and oral communication skills and excellent problem solving skills. Analytical skills including strong mathematical skills.
  • Judgment and tact in handling messages to and from Program Office, Division Office, and interdivisional personnel.
  • Demonstrated strong time management, organization, project management and prioritization skills, and ability to work independently and in a self-directed manner, with attention to detail and follow through.
  • Ability to be flexible, detail oriented and anticipate needs of manager.
  • Ability to manage multiple tasks simultaneously and handle sensitive and confidential information in a discreet manner.
  • Ability to work with all levels of staff and demonstrate appropriate assertiveness.
  • Proven ability to work independently and in a self directed manner, with attention to detail and follow through.

    Preferred Qualifications:

  • Minimum seven (7) years of executive level administrative support experience in an administrative assistant, executive secretary, or related position
  • Comprehensive knowledge of executive/secretarial systems, processes and procedures in a large complex organization.
  • Thorough knowledge of Kaiser Permanente (KP) Northwest Region and familiarity with each of the Program's established Regions.
  • Expert knowledge of executive/secretarial systems, processes and procedures in a large complex organization.
  • Thorough knowledge of organizational practices.
  • Ability to work in a busy office environment with conflicting demands, and to work under pressure with strict deadlines.
  • Ability to function independently with little or no supervision.
  • Expert knowledge of Microsoft Word, Excel, PowerPoint and Access.
  • Working dictation skills.
  • Strong Communication and organizational skills.
  • Primary Location: Oregon,Portland,Kaiser Permanente Building 500 NE Multnomah St. Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon-Fri Working Hours Start: 8:00 a.m. Working Hours End: 5:00 p.m. Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Entry Level Job Category: Administration, Clerical and Support Services Department: Qualit, PT Safety, SCE & Pop Health Travel: Yes, 15 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

    About Administration, Clerical & Support Services Careers

    Administration, Clerical & Support Services Careers

    From greeting callers and visitors and answering questions to coordinating schedules and arranging meetings, our administrative, clerical, and support teams consistently demonstrate extraordinary knowledge, skills, and abilities. They provide superior and culturally sensitive service to each other, our members, purchasers, contracted providers, and vendors.

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