Administrative Assistant, Medical Leadership Support

Renton, Washington, About Us Washington Permanente Medical Group (WPMG) is a clinician-led, self-governed and independent multi-specialty group practice, providing care to the more than 700,000 Kaiser Permanente patients in Washington state. We work unencumbered by traditional health care obstacles and without silos; prioritizing people over profits, collaboration over ego, and driven by a singular goal: our patients’ health. At WPMG, we take care of the whole person, with a team to address the fundamental, social, and emotional needs that contribute to total health. We are clinicians motivated by the desire to make a purposeful difference in the communities we serve, and in how health care is delivered. Summary Kaiser Permanente-Washington Permanente Medical Group is seeking a full-time (1. 0 FTE) Administrative Assistant, Medical Leadership Support to join our WPMG HQ team in Renton, Washington. Washington Permanente Medical Group is based in Washington State and this position requires that you live in Washington state. Work schedule will be a hybrid of onsite and remote work. This professional provides administrative support to multiple medical leaders. Anticipates business needs and handles urgent and confidential matters with both internal and external customers.

Organizes requests and allocates leaders’ time appropriately to enable optimal prioritization of work. Responds appropriately and makes commitments on behalf of leaders. Must be highly proficient in Microsoft Office software to do the core work of managing calendars, travel, and expense reporting for leaders. Works collaboratively as part of a team of executive support staff. May receive delegated tasks and work with an Executive Assistant mentor on projects such as large leadership meetings and retreats, data cleanup, presentation prep, correspondence, or time-sensitive tasks that arise with rapid business changes. This position supports leaders who maintain a part-time clinical practice in addition to their leadership role, requiring proactive coordination with clinic scheduling managers about schedule changes that could impact patient care. Supports the team backup formula for Executive Assistants, providing short-term support for the most senior executive leaders. PRINCIPAL DUTIES & RESPONSIBILITIES Responsibility Description Calendar Management & Planning
* Allocates leaders’ time appropriately to help them prioritize.
* Keeps leaders proactively informed of incoming changes to schedules
* Manages travel arrangements and documentation following KP travel policies and guidelines.
* Coordinates with administrative staff in other teams to surface and resolve scheduling conflicts Technology capability
* Familiarity with collaboration and meeting tools and virtual meeting platforms such as Microsoft Teams and Zoom.


* High comfort with technology to help leaders in the moment and triage issues effectively to the right IT help staff.
* High comfort level with Microsoft Outlook, Word, PowerPoint, and Teams. Meeting Support
* May support meetings that their leaders run, including setting up invitations, circulating advance materials and taking minutes
* Occasional large corporate event support, as part of ad-hoc special event production teams. Travel and Expense Support
* Assists leaders with travel and arrangements in accordance with KP travel policies.
* Completes travel-related expense reporting
* Reconciles leaders’ expense reports monthly; keeps up on expense policy changes.
* May work with a range of vendors to source and expense special supplies or recognition items. General Office Coordination
* Places orders for supplies. May operate a variety of office equipment.
* Distributes or re-routes mail accurately
* May answer telephone inquiries, takes and relays messages and greets visitors.
* Supports office moves by planning, organizing, packing, and inventorying items.


* Creates and maintains a clutter-free, welcoming environment for colleagues and customers.
* Helps with archiving files in accordance with KP policies for records retention JOB SPECIFICATIONS EDUCATION REQUIRED DESCRIPTION PREFERRED Minimum: Two-year associates degree or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. BA/BS or equivalent combination of education and experience. EXPERIENCE REQUIRED DESCRIPTION PREFERRED Minimum: Five years’ experience supporting high-level leaders. Experience in a large healthcare environment or Kaiser Permanente administrative role. CERTIFICATIONS REQUIRED DESCRIPTION PREFERRED Minimum: None None KNOWLEDGE & SKILLS Knowledge: Areas of specialty or expertise (e. g. , intermediate knowledge of research methodology and data collection modalities) Skills: Abilities needed to execute job duties (e. g. , advanced writing and documentation skills) As a condition of employment, all clinicians and employees are required to verify COVID-19 vaccination status.

As part of the pre-boarding process and before starting work, you will be required to verify your vaccination status, and will be provided an opportunity to apply for an accommodation based on a religious or medical reason, if needed. Benefits Benefits include: Medical/dental/vision benefits, 401(k) & employer-paid retirement contributions, paid vacation, long-term disability, long-term care benefits. Community Renton, with a population of 101,300, is located on the south shore of Lake Washington with spectacular views of the lake, the Olympics, the Cascades, and Mount Rainier. The Cedar River runs through the heart of downtown and offers an abundance of natural beauty and a run of federally endangered chinook salmon. The City is centrally located for access to the regions’ transportation network, accessible by four state and three interstate highways, only minutes away from Seattle, Bellevue, Tacoma and Sea-Tac Airport. Renton’s strong economic base, diverse marketplace and favorable business climate have attracted the attention of nationally recognized companies that are looking to provide employees and their families with an outstanding quality of life. We are dedicated to building lifetime relationships with peers and patients in Washington State’s richly diverse communities. Many know the Pacific Northwest as an attractive tourist destination with beautiful scenery, friendly people, and a host of cultural and recreational opportunities. These elements, and others, make Washington an excellent place to live. Equity, Inclusion and Diversity In our local communities and across the nation, Kaiser Permanente sets the standard for respectful care.

With multicultural staff, equity, inclusion and diversity councils, medical interpretation resources, outreach efforts, educational programs and more, Kaiser Permanente puts people first in our medical centers and beyond. As part of Kaiser Permanente, Washington Permanente Medical Group (WPMG) seeks to create equity in our communities, eliminate health disparities, and always put patients–the heart of everything we do–first. Following the guidelines in our National Diversity Agenda, every member of our team strives to: Provide culturally responsive and appropriate medical care to improve the health and satisfaction of all people in our increasingly diverse membership Recruit and retain clinicians and staff that enhance our workforce Grow our membership by providing exceptional service and clinical care to all communities in our region Creating a diverse workforce, an inclusive environment, and equitable opportunity for employment, growth, and advancement are deeply linked to our mission, our business, and our economic future. WPMG continues to add programs that build and maintain a workplace where we engage with our members, communities, and each other–with dignity, respect, and cultural understanding. Equal Employment Opportunity As part of our commitment to our employees and the members and patients we serve, we integrate diversity into all aspects of our operations. Maintaining a workforce with industry-leading levels of diversity through deliberate planning, development, and outreach is critical to fulfilling our mission, sustaining our business objectives, and providing the best level of care to our members and patients. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.

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