Executive Assistant - Remote

About Sound:

Headquartered in Tacoma, WA, Sound Physicians is a physician-founded and led, national, multi-specialty medical group made up of more than 1,000 business colleagues and 4,000 physicians, APPs, CRNAs, and nurses practicing in 400-plus hospitals across 45 states. Founded in 2001, and with specialties in emergency and hospital medicine, critical care, anesthesia, and telemedicine, Sound has a reputation for innovating and leading through an ever-changing healthcare landscape — with patients at the center of the universe.

Sound Physicians offers a competitive benefits package inclusive of the items below, and more:

• Medical insurance, Dental insurance, and Vision insurance
• Health care and dependent care flexible spending account
• 401(k) retirement savings plan with a company match
• Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year, in accordance with Sound's PTO policy
• Ten company-paid holidays per year  

About the Role:

This position is responsible for partnering with the leaders of the respective team/s to provide administrative and operations support while working to leverage the time of their executive/s and laboring to facilitate movement in tasks/projects toward the team’s operational goals. This person is a key component in assisting with the coordination and management of information, ensuring communications with internal and external partners, and serving as a resource to ensure timeliness and efficiency in planning and task management.

The Details:

In this role, you will be responsible for:

• Coordinating and/or arranging meetings, conference calls, web presentations, and travel schedules while resolving conflicts and projecting the schedule out at least 3 months in advance
• Managing travel for executives: arranging travel exclusively through World Travel, proactively checking transit status (flight and train for delays), outlining ‘travel time’ in calendars, providing driving directions, checking-in leaders for departures, notifying impacted parties (accompanying team members for meetings and those the executive will be traveling to meet) of delays, and coordinating travel along with other administrative support colleagues to include consolidating travel when applicable
• Facilitating clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations
• Working to gather materials and disseminate the information to leaders at least 48 hours prior to meetings/calls when they will be discussed
• Managing database/s of contacts (often in Outlook) for executive/s, proactively scrubbing communications for new contacts as well as contact revisions which need to be made, ensuring the contacts are kept current, detailed, include assistant’s contact information in addition to the executive’s contact information and make sure when each contact was last updated is noted
• Presenting supported executives with bios and photos of external leaders they will be meeting with for the first time, as needed
• Tracking locations of executive’s relationships to suggest meetings in cities of upcoming travel to facilitate further development of executive’s relationships and consolidate travel
• Presenting executives with suggestions to help leverage their time, on at least a quarterly basis
• Assisting Sound with administrative projects affecting your team and role, such as IT audits, Staples feedback, administrative responsibility assessments, etc.
• Acting as an executive’s approving delegate in UltiPro (PTO) and/or Concur (expense & travel), to review, approve, decline, and respond to submissions requesting additional information necessary to consider approval, using the guidelines established by the executive/s, as requested
• Gathering material from various sources to create first drafts of presentations and documents, which may be used internally and/or externally, ensuring the materials are aligned with Sound’s marketing brand
• Using various software programs to create dashboards, mail merges, administer surveys, manipulate formats to best fit the data to be presented, add signatures, and manage OWL site, as requested
• Managing executive’s internal and external deliverables, by organizing tasks, tracking deadlines as well as parties responsible for completing components, providing reminders, and offering to take on work needed and remove obstacles to ensure deadlines are met
• Partnering with senior leaders to provide email screening, to include but not be limited to creating mailbox organization, drawing attention to time-sensitive emails, removing spam, tracking deliverables, and responding with the leader’s scheduling availability
• Providing event support, by creating drafts of materials, coordinating presenters, budget tracking, researching vendor costs, negotiating rates, arranging facilities as well as catering, signing contracts, and conducting planning calls

• Researching and gathering event cost estimates as well as estimates for charitable contributions, to gain the budget owners approval, and then, submitting upcoming expenditures centrally for pre-authorization prior to incurring costs or submitting pledge contributions
• Acting as the first point-of-contact for IT issues, facilitating initial troubleshooting at an intermediate level and escalating to IT only once preliminary troubleshooting has been executed
• Functioning as the “ears of the team”, by collecting information around administrative changes at Sound (i.e. policy revisions, process changes, leadership changes, other team practices which may be beneficial, etc.), then, validating the changes with the Director of Administrative Operations, and finally, communicating the vetted information back to the team
• Cross-training with assistant/s on the team to ensure the majority of the administrative support needs can be met when fellow assistants on the team are out of the office
• Acting as point-person in leader searches, managing the schedule, logistics, and communication when searches are underway, providing leader availability for interviews, often coordinating logistics directly with candidates while ensuring Recruiting is abreast of the schedule and developments, as well as consolidating leader feedback on candidates for executive review
• Gathering receipts to prepare weekly expense reports and reconcile month-end Sound credit card expenditures
• Assisting with planning, organizing and arranging new colleague onboardings as requested

What we are looking for:

A successful candidate will have a demonstrated track record of a combination of these values, knowledge, and experience:

Values:

• Bias toward action: Has a focus on progress rather than perfection, breaking things into bite-sized pieces in order to make progress against larger goals
• Intellectually curious: Demonstrates a genuine interest in learning new things and wants to know the reason “why” behind the way things are done
• Persistent: Demonstrates the ability to “keep at it” even when obstacles or challenges are present; returns to the work at hand after a change of course
• Resourceful: Proactive willingness to utilize available information and tools to figure things out
• Trustworthy: Demonstrates a high degree of integrity; keeps confidences; does what they say they will do
• Self-motivated: Proactively jumps in to start a task or project with limited direction; asks to take on more responsibility and what’s next

Knowledge:

• Bachelor’s Degree or equivalent experience
• Expert in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook
• Ability to perform intermediate IT troubleshooting without supervision
• Excellent general office skills: computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc.

Experience:

•   5 years business administration experience in a fast-paced, professional setting, with project experience

Sound Physicians is an Equal Employment Opportunity (EEO) employer and is committed to diversity, equity, and inclusion at the bedside and in our workforce. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by federal, state, or local laws.

This job description reflects the present requirements of the position.  As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment.