EXECUTIVE ASSISTANT- VICE PRESIDENT

SIHB Core Competencies

Core Competencies are foundational commitments and skills that all SIHB staff are expected to develop. These competencies define common measures for performance that are applied to every role in the organization.

• Commitment to Indigenous and Organizational Values: Everything we do at SIHB is centered on Traditional Indian Medicine. It is our responsibility to maintain cultural integrity in all that we do.
• Accountability: All employees of SIHB effectively manage their own work and the work of their teams. We take ownership of our actions and decisions. We all strive to deliver the highest quality work and care, while respecting our teammates and relatives.
• Collaboration: SIHB is a team-oriented organization. As team members, we share the responsibility of working toward a common purpose. We collaborate with our colleagues across the organization to deliver the highest quality of care and results in alignment with our mission, vision, values and Theory of Change.
• Communication: We practice effective and clear communication with staff, relatives, teams and community. We demonstrate empathy among each other and with those we serve, and transparency in our decision making.
• Customer Service Orientation: All employees of SIHB recognize the needs of the diverse community we serve. We put the needs of our relatives first by delivering the highest quality, professional, responsive, and innovative care. Our relatives come first and deserve the best.

Position Summary: The Executive Assistant is responsible for providing high-level of administration support to the Executive Vice President (EVP). They will actively manage the Executive Vice President (EVP) schedules, handle internal and external executive-level communications, coordinate special projects, serve as a liaison to the Board of Directors, and develop and implement standardized administrative procedures, to support other Executive Assistants in all divisions for the Seattle Indian Health Board (SIHB).

Organizational Structure/Reporting Relationships: This position reports directly to the Executive Vice President and is a member of the UIHI team. This position has no direct reports.

Organizational Responsibilities

• Hold Indigenous values and practices with respect and integrity
• Hold yourself accountable to the highest standard by being resourceful, innovative, creative and solutions oriented.
• Actively participate in organizational activities with the understanding that success is achieved through teamwork.
• Recognize that communication is central to the organization’s success and actively champion your words and actions to maintain respect for others, encourage constructive feedback, be open to share laughter and acknowledge differences in skills and opinions, all while keeping others’ best intentions in mind.
• At SIHB, we refer to our customers as Relatives. Our Relatives come first and deserve the best. Serve the needs of our Relatives first by delivering the highest quality, professional, responsive and innovative care.

Job Responsibilities

• Assists with the Executive Vice President (EVP)’s administrative functions.
• Acts as the model for excellent service standards.
• Represents SIHB with the highest level of professionalism.
• Demonstrates a commitment to SIHB’s mission.
• Prepares routine and advanced correspondence including letters, memoranda, and reports.
• Manage Vice President (VP)’s calendar and all changes.
• Prepares for and attends meeting and events, takes notes and transcribes minutes to ensure consistent communication with relevant stakeholders.
• Coordinates site visits with government and community entities.
• Coordinate external events at the direction of EVP including planning and working said events.
• Moderate to frequent travel to assist EVP as directed.
• Assists in preparation for all agency accreditation, licensing and funding agency reviews as requested.

• Maintain agency licenses and track renewal dates for appropriate departments.
• Coordinates and schedules travel and reimbursements for UIHI departments. Welcomes guests by greeting them, in person or on the telephone, answering or directing inquiries.

• Provides a bridge for smooth communication between the Vice President (VP)s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows through on projects to successful completion, often with competing deadline pressures.
• Responsible for all incoming emails addressed to the agency email by either responding to inquiries or redirecting to the appropriate party/department. Serves as the lead for Leadership Support Team, coordinating all Administrative Support initiatives agency wide.
• Works closely with Executive Assistants throughout the agency to build support to Division Heads/Leadership Team and their staff. Actively leads and participates in continuous improvement activities of the administrative department and the organization.
• Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned. Work well under pressure, meet multiple and often competing deadlines. At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
• Other duties as assigned by Vice President (VP).

Background Qualifications

Required:

• High School diploma or equivalent
• Five years of job-related work experience in high-level administrative support or other related areas
• Work efficiently and effectively in a fast-paced environment handling multiple tasks simultaneously and autonomously.
• Demonstrate executive presence, maturity and sound judgment, along with the ability to maintain a high degree of confidentiality.
• Demonstrated ability to provide a high level of service and to communicate with internal and external customers while demonstrating cultural sensitivity Ability to utilize SIHB computer programs and Microsoft products effectively and comfortably.

Work Environment: Office hours are 7am-6pm 4 days a week; with occasional extra hours for events, travel or to meet deadlines.