Executive Assistant - WPMG Senior Executive Team

Job Summary

This professional creates efficiency and effectiveness for multiple medical executives and maintains a portfolio of project work that is related to their assigned medical leaders' areas of focus. Core duties include complex calendar management, travel, expense reporting, and meeting management. Project work may include communication projects, research and data gathering, event support, database management, presentation prep, team/individual recognition, and time‑sensitive work that arises with rapid business changes.

The executive assistant is responsible for prioritizing incoming requests from the executives' internal and external networks. They need excellent judgement to juggle commitments for the day, week, month, and year, managing expectations for their executives' availability and participation in mission‑critical work. They must work diplomatically and effectively with the medical executives' operating partners in the health plan, helping to maintain strong alignment among partner leaders and their staff.

The executive assistant proactively notifies executives of issues that require immediate attention; anticipates the executive's upcoming needs; makes basic commitments on the executive's behalf when interfacing with internal and external contacts; and independently resolves simple conflicts with the executive's best interests in mind.

WPMG's senior medical leaders are involved in many cross‑functional and inter‑regional work groups, so the executive assistant must work proactively and collaboratively with other executive teams and workgroup leads across Washington and in KP's other seven regions. For medical leaders who maintain a part‑time clinical practice, the executive assistant must liaison with clinic scheduling managers to anticipate and coordinate schedule changes, avoiding negative impacts on patients.

To be effective in this role, the successful candidate must have a very high comfort level with technology so they can troubleshoot the office and personal technology needs of their executives in the moment. This person is part of a collaborative team of executive assistants who cross‑train to cover each other, maintaining a reliable backup system for illnesses and absences.

Hybrid/remote work is permitted, and the candidate must remain flexible to come to work in‑person at WPMG headquarters in Renton, Washington as the needs of their executives dictate.

• Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes.
• Supports and responds to the needs of others to support a business outcome. Collaborates cross‑functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information.
• Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities for team.
• Provides mentoring to team members. Pursues self‑development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples.
• Supports their leaders in change management by staying informed about their areas of focus, keeping sensitive information confidential until directed to share; and appropriately representing the leader's key messages to support change.

• Allocates executives' time appropriately to help them prioritize.
• Keeps executives proactively informed of incoming changes to schedules.
• Manages complex scheduling and travel arrangements for individuals and groups, learning and following travel policies and guidelines.
• Develops relationships with leaders' assistants and an understanding of organizational hierarchy when coordinating and calendaring meetings for directors and their direct teams, independently.

• Plans and runs virtual and hybrid meetings with a range of participants, often with large audiences or multiple participant sites.
• Keeps up to speed on changes in videoconferencing, online…