We’re seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide professional administrative support to our System Senior Vice President of Physician Enterprise. This role is ideal for someone who thrives in a fast-paced, dynamic environment and excels at managing priorities with discretion and precision.

As a key partner to a senior leader, you will handle a broad range of responsibilities to ensure smooth day-to-day operations and help maximize the executive’s focus on strategic initiatives. This includes managing complex calendars, coordinating high-level meetings, planning travel, supporting department-wide activities, and facilitating clear communication across teams and stakeholders.

Key Responsibilities

• Executive Support: Manage the SVP’s calendar with efficiency and foresight, including scheduling meetings, coordinating travel, preparing expense reports, and prioritizing correspondence to ensure optimal use of time.

• Communication & Liaison: Act as a trusted point of contact between the SVP and internal/external stakeholders. Proactively manage communications, provide timely updates, and ensure alignment across teams.

• Meeting & Event Coordination: Plan and execute logistics for executive meetings, department events, and special projects. Responsibilities include preparing agendas and materials (presentations, reports), managing catering/A/V needs, and capturing and distributing meeting minutes.

• Project & Budget Support: Assist with departmental budget tracking and reporting, and support the coordination of special projects and strategic initiatives. Monitor account activity and prepare accurate documentation as needed.

• Office Operations: Serve as a central resource for the department, managing daily operations, maintaining an organized workflow, and providing guidance to administrative support staff when applicable.

• Document Management: Prepare, edit, and present a wide range of documents, reports, contracts, and other business materials. Maintain attention to detail and consistency in formatting, grammar, and tone.

• Confidentiality & Judgment: Handle sensitive information with the highest level of discretion and professionalism. Make informed decisions and manage routine matters with minimal supervision.

What You Bring

• Proven experience supporting senior-level executives in a professional, fast-paced setting

• Excellent organizational, written, and verbal communication skills

• Strong attention to detail with the ability to manage multiple priorities seamlessly

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with tools for virtual collaboration and project tracking

• High degree of professionalism, integrity, and discretion when dealing with confidential information

• Ability to work independently while maintaining alignment with broader team goals

• Knowledge of organizational operations, policy, and structure is a plus

Performs related duties as required.

Education/Work Experience Requirements

Five or more years of progressively responsible related office or secretarial work experience that demonstrates attainment of the requisite job knowledge skills/abilities.  Experience in a healthcare environment is preferred.

Job Knowledge/Abilities:

• Knowledge of proper grammar, business and/or technical writing and medical terminology (preferred).
• Knowledge of fundamentals of accounting and budget administration.
• Knowledge of fundamental research and analysis tools and techniques.
• Highly developed skills in time management, organization and multitasking. 
• Effective problem solving skills and ability to apply solutions within organizational, industry-specific, and regional context.  
• Interpersonal skills to include ability to work in a tactful, diplomatic manner with internal and external customers and facilitate timely, efficient communication.
• Strong oral and written communication skills.
• Demonstrated attention to detail and ability to maintain confidentiality.
• Ability to understand and/or adapt complex/conflicting oral or written regulations/guidelines to diverse or dissimilar situations.
• Ability to oversee or provide limited supervision to lower-level administrative support staff may be required for some positions.
• Ability to read and understand English sufficient to perform the duties of the position.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency, including a high level of proficiency with MS Excel, PowerPoint, Outlook, and other office software. 
• Ability to establish and maintain effective working relationships as required by the duties of the position.

Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area.

Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person – body, mind, and spirit – in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth.

Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care.

We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose.