Executive Assistant
Washington Dental Service - Seattle, WA

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SUMMARY:

An Executive assistant is an individual with demonstrated professionalism, a true desire to be a right- hand person and develop a professional partnership with the Chief Information Officer (CIO). This individual will have demonstrated a commitment to excellence, flexibility as well as poise, confidence and the ability to interface with business partners and co-workers in a professional, approachable, and positive manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Support the Chief Information Officer:
·
Provide administrative support to the Chief Information Officer.
· Initiate, proof read and edit correspondence and documents.
· Attend meetings and take minutes as requested.
· Calendar management: Keep Executive and management apprised of calendar, action items, messages and relevant business issues, both internal and external.
· Make appropriate, informed decisions regarding CIO’s available time.
· Coordinate travel arrangements and itineraries.
· Monitors payments, timesheets, and expense reports.
· Draft, edit, and review internal/external correspondence/communication.
· Prepare and coordinate materials used in department presentations, meetings, and company functions.
· Create and format documents and high level presentations including letters, memos, trip reports, itineraries, status reports, presentations, spreadsheets, and other related documents.
· Coordinate meetings and special events including scheduling, agenda creation, logistics, catering, and any other related materials.
· Research relevant or industry-specific data/information (via internet, intranet, internal resources, etc) and draft/compose a variety of reports and memos.
· Act as a liaison between the executive and external groups.
· Develop and administer management projects of specialized nature, summarize data and present findings.
Event Planning and Coordination:
·
Responsible for meeting and event planning and execution.
· Attend meetings and support when needed.
General Office Support:
·
Maintain department records and files.
· Determine needs for supplies and specialized equipment; research and determination of vendors and prices.
· Track and report payroll information.
· Handle meeting and catering arrangements.
· Miscellaneous projects as assigned.
· Participates in the Administrative Resource Team and other committees as requested.
QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Excellent verbal and written communication skills.
· Proven ability to work independently and in a team-oriented environment
· Excellent interpersonal skills.
· Pro-active – an ability to anticipate the needs of the executive and act on that need.
· Ability to research vendor prices and negotiate more favorable rates.
· Mature and practical with well-developed, problem solving skills.
· A proactive “can do” attitude with an ability to take initiative.
· Flexible with the ability to respond to and remain calm in a quickly changing and fast paced work environment.
· Ability to cope with the stress of continuous time pressures, including discerning priorities and scheduling appropriately while being highly diplomatic.
INTERPERSONAL SKILLS:
·
Ability to establish and maintain good working relationships with internal and external stakeholders.
· Knowledge and sensitivity to issues, priorities, protocol, etc.
· Work with highly sensitive information in a confidential manner
· Ability to communicate clearly and distinctly with visitors and telephone callers, providing courteous and accurate information and service.
· Flexible to changing needs and priorities.
· Ability to remain calm in difficult situations.
· Position requires professionalism, discretion, initiative and a positive attitude.
· Work independently with little supervision, using excellent judgment.
EDUCATION/EXPERIENCE:
·
Equivalent to completion of high school, some college or Associates degree preferred. Post high school or specialized office procedure training is desirable.
· Four years of increasingly responsible experience involving at least one year of administrative office support services to a manager at an executive, division or department head level.
· Experience supporting a Board of Directors or a Board committee is desirable.
PROJECT MANAGEMENT SKILLS:
·
Ability to initiate and implement multiple projects with minimal supervision and to shift priorities when necessary.
· Creative in developing methods or procedures to resolve recurring problems or implement new projects.
· Ability to learn quickly and be sensitive to issues, priorities, protocol, etc.
· Ability to plan and implement meetings and events.
· Highly organized, attention to detail.
COMMUNICATIONS SKILLS:
·
Excellent ability to prepare correspondence and reports and to proofread and edit documents.
· Ability to take detailed and accurate minutes.
· Demonstrated telephone skills.
MATHEMATICAL SKILLS:
·
Ability to track expenses, to provide preliminary analysis and develop budget recommendations and projections.
· Ability to maintain expense records.
OFFICE SKILLS:
·
Strong PC skills [Outlook, Word, Excel and PowerPoint for Windows].
· Ability to coordinate maintenance of office supplies and maintenance and repair of equipment.
· Ability to track and report payroll information.
· Ability to analyze policies and procedures and to recommend and implement administrative changes for the department.
· Ability to schedule meetings and make travel arrangements.
· Ability to maintain department records and files.

Washington Dental Service - 16 months ago - save job - block
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