Executive Assistant

Join a team that shares your calling At MultiCare, youre more than just a job title youre part of a team built on trust that cares for each other, our patients and our communities. Belonging here means living our mission and values every day. If your purpose and passions align with ours, youll find a place to grow, do meaningful work and build a career you love in a community that feels like home. Provides extensive administrative support to the Vice President, Chief Compliance Officer (CCO), to include Compliance and Ethics Program (CEP) coordination. Upholds the mission, vision, values and patient service standards of MultiCare. Contributes to patient safety by supporting system-wide programs and policies addressing a safe environment for patients and the reporting of concerns to the appropriate individuals. Provides administrative and operational support for the CCO: Planning, managing, prioritizing, scheduling meetings and presentations. Resolving problems regarding equipment, communications, and support systems as the emerge. Composing, preparing, updating, and editing various CEP documents, presentations, policies, procedures, and communication materials. Provides support during certain committee meetings (i.e., agenda prep, take notes, etc.). Coordinates the day-to-day operations of the CEP. Maintains inventory of supplies and equipment. Receives, opens, distributes and scans mail. Maintains and manages timekeeping (UKG) and related payroll functions for team members, including vacation and holiday schedules. Manages onboarding of new team members (submitting tickets, ordering equipment, training on systems/apps/processes). Assists with budget management. Tracks expenses, invoices and purchase orders. Provides notification of potential budget issues. Coordinates expense reimbursement and check requests. Researches and resolves related errors. Coordinates conference registration and travel arrangements for the CCO, including ordering tickets, making and confirming lodging and airline reservations, preparing travel advances and expense reports. Assists the CCO with other administrative assignments, as needed. Provided operational and project management support for the CCO: Provides project management support for confidential matters being investigated and resolved by the CCO. Develops management and tracking processes for special projects (i.e., due diligence, provider contracts, ethical issues, policy review, 3rd Party contracts, etc.). Develops deep understanding of CEP metrics. Provides appropriate follow-up at the request of the CCO. Coordinates agenda and materials for Finance & Audit Committee. Collaborates with CEP leadership to ensure material is prepared in a timely manner. Monitors the performance management process and feedback process. Assists with intake of compliance incidents via the hotline and Symplr. Keep CCO abreast of significant concerns that may warrant involvement. Support the breach notification process. Print and mail notification letters. Complete OCR notifications online as assigned. Supports the Annual Risk Assessment. Ensures that announcements, meetings, updates and tracking are taking place. Coordinates Compliance and Ethics Week activities. Develops a theme and collaborates with CEP leadership on execution. Coordinates CCO messages to the organization and newsletters, as appropriate. Assists in handling matters of a sensitive/confidential nature, to include professional and personal personnel matters, organizational matters, hotline issues, investigation records and other correspondence. Performs other functionally related duties as assigned. Position Summary The Executive Assistant is responsible for providing high-level administrative support to a designated Vice President, ensuring the smooth workflow and daily operations in the department. . This is a top-level administrative support position, working with highly confidential information and matters. Work situations are a variety of functions from a routine nature to complex special project work requiring organization in working with information relating to a wide variety of subject areas, policies, and programs. This position requires attention to detail; strong customer service skills; and discretion and good judgment when dealing with sensitive, privileged, and confidential information. This position has a wide variety of both internal and external contacts. Requirements Associates degree; equivalent years of experience or combination of experience and vocational secretarial coursework completion will be considered in lieu of degree BA degree preferred Minimum five (5) years high level administrative assistant or secretarial experience, in a health care setting preferred Why MultiCare? Rooted in the local community Partnering with patients, families and neighbors across the Pacific Northwest for more than 140 years. Growth and education Competitive tuition assistance, award-winning residencies, fellowships and career development to invest in you. Well-being and support Generous PTO, Code Lavender and Employee Assistance Programs to help you maintain balance and feel cared in your work and life. Living our values Respect, integrity, kindness and collaboration guide how we care for patients, communities and each other. Belonging for all Resource Groups and outreach programs help ensure every team member feels safe, seen, heard and valued. Pacific Northwest lifestyle Work and live where natural beauty, adventure and strong community connections are part of everyday life. Pay and Benefit Expectations We provide a comprehensive benefits package, including competitive salary, medical, dental and retirement benefits and paid time off. As required by various pay transparency laws, we share a competitive range of compensation for candidates hired into each position. The pay scale is $67,662.40 - $97,364.80 USD. However, pay is influenced by factors specific to applicants, including but not limited to: skill set, level of experience, and certification(s) and/or education. If this position is associated with a union contract, pay will be reflective of the appropriate step on the pay scale to which the applicants years of experience align. Associated benefit information can be viewed here. MultiCare is a not-for-profit health care organization with more than 28,000 team members, including employees, providers and volunteers. MultiCare has been caring for our community for well over a century, since the founding of Tacomas first hospital and today is the largest community-based, locally governed system of health in the state of Washington, serving communities across Washington and Northern Idaho. MultiCares comprehensive system of health includes numerous primary care, urgent care and specialty services including Mary Bridge Childrens Hospital & Health Network; MultiCare Indigo Urgent Care; Pulse Heart Institute; MultiCare Medical Associates, affiliated physicians; MultiCare Rockwood Clinic, the largest multispecialty clinic in the Inland Northwest region; and MultiCare Connected Care, our Accountable Care Organization. Thirteen hospitals complete the organization: Allenmore Hospital, Auburn Medical Center, Capital Medical Center, Covington Medical Center, Deaconess Hospital, Good Samaritan Hospital, Mary Bridge Childrens Hospital the Puget Sound regions only childrens hospital and state-designated Level II Pediatric Trauma Center for Western Washington Overlake Medical Center, Navos Behavioral Health Hospital, Valley Hospital, Yakima Valley Hospital, Tacoma General Hospital which is home to the South Puget Sound regions only Level IV Neonatal Intensive Care Unit and Wellfound Behavioral Health Hospital. Our core values of Respect, Integrity, Stewardship, Excellence, Collaboration, Kindness and Joy, serve as our guiding principles and impact every aspect of our organization, including how we provide patient care and what we expect from each other. MultiCare is also proud of our commitment to workforce diversity and culturally competent care. This commitment is led by our CEO and supported through employee education and community outreach. Join our talent network by creating a simple profile with us and we'll see if you're a fit for any current openings! Don't see an opening that fits your current preferences? Create a job alert for the type of job you're looking for, and we'll notify you when one gets posted! Click here to create a Job Alert. MultiCare provides equal employment opportunity to all employees and job applicants. We do not tolerate discrimination or harassment based on race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. If you are an external job applicant who requires reasonable accommodation in the job application process, please contact the Employee Resource Center (ERC) at 253-403-6947 and we will assist you with submitting a ticket to initiate your request for accommodation. If you are a current employee, you can submit an ERC ticket or call the ERC for assistance.