Sr. Executive Assistant II

Who We Are:

At the Mid-Atlantic Permanente Medical Group, more than 1,700 Permanente physicians and nearly 300 staff professionals come together to make a positive impact on the health and lives of more than 825,000 people who get their healthcare through Kaiser Permanente. Serving a diverse community that spans Washington, D.C., suburban Maryland, Baltimore, and northern Virginia, we are a single group practice that offers an array of best-in-class facilities, resources, and services at over 30 medical centers, more than a dozen community hospitals, and several skilled nursing facilities — all focused on creating an environment that empowers our physicians to provide high-quality care.

Job Summary:

MAPMG is seeking a Sr. Executive Assistant II to provide exceptional administrative support to senior MAPMG leaders including handling confidential and sensitive material, scheduling meetings, drafting letters, creating documents for presentation, scheduling travel arrangements and events, managing calendars and efficient workflow. Establish and maintain effective relationships with executives, physicians, staff members, customers, and peers. Incumbent must be compliant with Kaiser Permanente’s Principles of Responsibility and all Mid-Atlantic Permanente Medical Group (MAPMG) policies and adhere to the organization’s mission, vision, and values.

This position offers a hybrid work arrangement with the expectation to come into the office on an as-needed basis. This position will be based in Rockville, MD. Applicants must be local or willing to relocate to the Washington D.C., Maryland, or Virginia area.

Responsibilities:

• Provide administrative support to senior MAPMG leaders. Organize, prioritize, and carry out multiple assignments simultaneously that require extensive judgment and discretion. Compose letters and memos for signature; must use significant discretion when working with highly confidential material

• Coordinate, adjust, and plan leaders’ daily, weekly and/or monthly calendar

• Assure that all arrangements, materials, research, tools, and services which senior MAPMG leaders need for each event are planned for, prepared, and available when needed. Help to ensure that the senior MAPMG leaders meet deadlines, appointments, events and meetings on the schedule

• Serve as initial contact for those contacting senior MAPMG leaders, interact with a variety of internal and external individuals, and make judgment to triage, screen, schedule meetings and refer calls and emails appropriately

• Coordinate and arrange logistics for numerous meetings and events for senior MAPMG leaders (i.e. geographic area meetings, staff meetings, etc.)

• Arrange travel and hotel accommodations for senior MAPMG leaders. Prepare monthly expense reports and biweekly timesheets

• Manage email distribution list of medical group physicians and staff

• Serve as resource for other executive support staff

• Ensure that senior MAPMG leaders receives all required administrative and secretarial support, to include but not be limited to: Using a variety of software programs, including graphics, desktop publishing and word processing, to compose routine and special communications and reports. Receive, sort, screen and distribute incoming and outgoing correspondence. Initiate and maintain lists and records of correspondence, reports, listings and inquiries. And, as needed, take notes and compose correspondence and summaries. Insure proper distribution

• Coordinate all activities for the Board of Directors. Overseeing setting of Board Calendar, contracts for functions and spaces, and creating board materials. Biweekly calls with the MAPMG Board Chairs to set agendas and check-in on board priorities. Taking meeting minutes and logistics for hotel, catering, AV, and transportation

• Perform other duties, as assigned

Qualifications:

• Bachelor’s degree preferred

• Minimum three (3) years of administrative or secretarial experience preferred.

• Possess superior customer service skills

• Act with integrity

• Discretion, judgment, tact, poise and calm demeanor required

• Advanced knowledge of MS Office

• Excellent verbal and written communication skills

• Detail oriented

• Experience solving problems

• Experience in coordinating multiple projects simultaneously

• Flexibility and comfort with ambiguity

Competitive Benefits:

We are proud to offer a comprehensive benefits package that is designed to support our employees and their families’ health and wellbeing. We offer competitive compensation and benefits designed to help our employees stay healthy and thrive in and beyond the workplace.

• Competitive compensation package
• 100% employer-funded medical and dental insurance premiums for employees and families
• Great work/life balance
• Generous paid time off, including vacation, holidays, and sick leave
• Maternity and parental leave
• Pension plan, and 401(k) retirement plan with employer contributions
• Life insurance, and short-term disability and long-term disability coverage
• Education reimbursement
• Wellness programs and resources to help you maintain a healthy lifestyle
• Employee Assistance Program

Equity, Inclusion, and Diversity:

At MAPMG, equity, inclusion, and diversity are at the core of our organizational culture. MAPMG is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. We continuously work to identify and mitigate healthcare inequities, and that starts with providing an inclusive, supportive environment for our employees. We encourage applicants of any race, color, religion, sex, sexual orientation, gender identity, or national origin who value diversity and will commit to practicing culturally competent healthcare to apply.

External hires must pass a background check and drug screening.

We are proud to be an equal opportunity/affirmative action employer.

We value our diversity and E/O/E M/F/D/V.