Executive Assistant, Sr. - Vancouver Clinic

Vancouver Clinic is seeking a highly organized and detail-oriented Senior Executive Assistant to join our team. As the Senior Executive Assistant, you will provide high-level administrative support for 12 Clinic Operations Directors.

Schedule is typically Monday through Friday 7am to 4pm, but will need to be flexible. Will be required to provide coverage for other assistants for vacations. Will train on-site, and may be hybrid after training.

Responsibilities

• Manage and maintain executives' schedules and calendars.
• Coordinate and schedule meetings, conference calls, and travel arrangements.
• Responsible for correspondence, memos, presentations, and reports that may be complex or sensitive.
• Conduct research and gather information to support decision-making processes.
• Monitor and respond to emails, inquiries, and requests on behalf of executives.
• Prepare agendas and documentation for meetings and take minutes as required.
• Provide rotating on-site office reception coverage.
• Coordinate internal and external communication, ensuring all stakeholders are informed in a timely manner.

Skills and Abilities

• Proven experience as an executive assistant or similar role.
• Excellent verbal, written, and interpersonal communication skills.
• Thorough knowledge using the rules of grammar, punctuation for business letters and reports.
• Ability to interact with staff at all levels in a fast-paced environment, remaining flexible, proactive, resourceful and efficient with a high level of professionalism.
• Proficient in relevant software applications such as Microsoft Office Suite.
• Exceptional organizational and time management skills.
• Demonstrated problem-solving skills. Anticipate needs and turn them into actionable tasks.
• Ability to handle sensitive and confidential information with discretion.
• Attention to detail and high level of accuracy in work.
• Ability to multitask and prioritize tasks effectively.

Requirements

• Minimum of five years in an Executive Assistant role.
• Experience in calendar management, travel planning, and expense reporting.
• Strong working experience with Microsoft Word, Excel and PowerPoint, including table creation, mail merges and basic formatting.
• Knowledge of general office procedures (e.g., filing, correspondence, scheduling)

Pay Range:
$57,906.00 - $86,860.00

The above information is intended to indicate the general nature and level of work required in this position. It is not designed to contain or be interpreted as a comprehensive description of all duties, responsibilities, and qualifications required of those assigned to this job.

We offer a competitive Total Rewards Program. Eligibility for benefits is dependent on factors such as position type and FTE. Benefit-eligible employees qualify for benefits beginning on the first of the month following one month of employment. Vancouver Clinic offers medical, dental, vision, life insurance, AD&D, long term disability, health savings account, flexible spending account, employee assistance program, and multiple supplemental benefits (voluntary life, critical illness, accident, hospital indemnity, identity theft protection, legal services, etc.). We also offer a 401k retirement plan, with employer contributions after your first year of employment. Benefits-eligible employees accrue PTO and Personal Time based on hours worked and State worked, totaling 120 hours in the first year for full time staff and 200 hours in the first year for full time supervisors and above, increasing in subsequent years. PTO and Personal Time accruals are pro-rated by FTE/hours worked. Non-benefits eligible employees will accrue Personal Time based on hours worked and State worked. Employees will also enjoy up to six paid holidays per year, depending on schedule. Contact your recruiter for more information.

Vancouver Clinic is proud to be an Equal Opportunity Employer. Vancouver Clinic does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, gender identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Vancouver Clinic is an alcohol and drug-free workplace. Offers are contingent on successful completion of background screen and immunization requirements.