Executive Assistant

UW Medicine Advancement has an excellent opportunity for an Executive Assistant to join their team.

At UW Medicine, we work to improve health for all people through excellence in clinical, research, and education and training programs. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides the most up-to-date care for each individual patient, leads one of the world’s largest and most comprehensive medical research programs, and provides innovative learning programs for students, trainees, and practitioners in the health professions.

The passionate, 79-person team at UW Medicine Advancement works collaboratively to connect donors with meaningful opportunities to enhance patient care, expand educational opportunities and advance research at UW Medicine. This inspiring, challenging and rewarding work provides team members an opportunity to grow their careers, while making a difference in people’s lives, in our community and around the world. In the 2023 fiscal year, UW Medicine Advancement raised $268 million in gifts and private grants (43 percent of the University of Washington’s total) from over 16,000 donors to support the mission of UW Medicine. You can find out more about UW Medicine Advancement’s priorities and office culture on our career website: https://give.uwmedicine.org/careers/

UW Medicine Advancement has an excellent opportunity for an Executive Assistant that provides direct and far-reaching support as a trusted partner to three leaders at UW Medicine Advancement:

• The Chief Advancement Officer and Vice President for Medical Affairs (CAO),
• The Associate Vice President for Development (AVP, Development), and
• The Associate Vice President for Advancement (AVP, Advancement)

The Executive Assistant provides senior-level administrative support in a confidential and professional manner, exercising independent judgment and discretion. This position is responsible for a broad range of duties including, but not limited to: executive scheduling and briefing, executive communications, organizing large team meetings, special projects management, and managing other administrative functions. This position also leads the central alignment of functions provided by UW Medicine Advancement’s administrative team with a dotted-line relationship to its 6 FTEs.

The Executive Assistant must have the ability to work in a fast-paced environment with many complexities and ambiguity. The Executive Assistant manages relationships with internal and external stakeholders including other unit leadership, leaders and administrators across the University of Washington and UW Medicine, UW Medicine faculty, donors, and other campus partners.

This position has a primary worksite of UW Medicine’s South Lake Union campus in Seattle. A hybrid work arrangement may be available to work remote up to three days per week, depending on business needs, on an ongoing basis.

DUTIES AND RESPONSIBILITIES

Calendar Management and Executive Project Management:

• Calendar management for CAO; AVP, Development; and AVP, Advancement. Receive and screen meeting invitations.
• Schedule meetings, appointments, conferences, interviews and informal get-togethers with staff. Secure briefings and materials for these engagements.
• Schedule donor visits, gather all necessary materials, and ensure that the donor has directions, parking instructions, and is met at the reception desk. Set up meeting rooms for attendees.
• Maintain list of assistants for executives, faculty, UW colleagues and donors as contacts.
• Provide complex project management for special and confidential projects

Administrative Duties and Correspondence:

Administrative duties include acting as liaison for UW Medicine Advancement with other offices in UW Medicine and University Advancement.

• Serve as liaison with Dean of the School of Medicine’s Office, departments within the School of Medicine, faculty and staff at affiliated hospitals including UW Medical Center, Harborview Medical Center, University Advancement, high-level volunteer groups, major donors, and other external audiences.
• Serve as the dotted-line manager to UW Medicine Advancement’s administrative staff. Assess administrative resources that support the entire team are equitably balanced. Participate in the hiring process of new administrative staff and train permanent and temporary administrative staff. Lead and participate in other administrative functions including the main phone line and email.
• Handle travel arrangements, prepare and submit reimbursements and mileage claims and travel expense reimbursements for CAO; AVP, Development; and AVP, Advancement.
• When requested, provide executive-level support to the other Associate Vice Presidents and Assistant Vice Presidents in the absence of their senior administrative specialists.
• When requested, work with the Senior Director of Finance and Operations regarding confidential personnel, payroll and budget issues, including recruitment, retention, leave requests, temporary and permanent salary increases and funding requests.
• Assist with correspondence, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences. Provide copyediting for all written materials.
• Maintain the organizational chart for the UW Medicine Advancement team. Manage and coordinate office space allocations, hoteling, seating chart, workspace changes, moves between workstations, and shared office resources in partnership with the Senior Director for Finance and Operations and AVP, Development

Team Meetings Coordination and Special Projects:

• Attend and coordinate CAO’s weekly senior cabinet leaders meetings (Cabinet)
• Schedule, manage agenda, take and share notes, follow up on action items.
• Act as administrative liaison.
• Manage monthly all-staff meetings
• Take the lead on the planning committees, driving the agenda, and soliciting and organizing presenters.
• Manage calendar invitations and A/V for these meetings.
• Manage, organize and share post meeting materials, recording, slide presentations and other materials on SharePoint
• Manage quarterly internal Principal Gift Program meetings
• Manage calendar invitations and A/V
• Manage, organize and share pre- and post-meeting materials, and compile action item materials on SharePoint
• Act as lead planner for all-staff events such as retreats and recognition events
• Gather and lead planning committee, manage agenda.
• Contact speakers, coordinate with vendors.
• Coordinate venue, food, A/V, set-up, clean-up (events staff may provide advice/assistance).
• Provide administrative support for high-level fundraising volunteer committees
• Provide information on advancement policies and philanthropy issues for internal and external audiences.
• Manage the annual Pettit Award to recognize a high-performing UW Medicine staff member
• Work with the Communications team to launch the annual award nominations
• Receive, screen, organize nomination materials and schedule decision meeting for the committee members
• Prepare award announcements and related award materials and details

MINIMUM REQUIREMENTS

• Bachelor of Arts degree and five or more years of progressively responsible experience in an administrative office environment.
• Five or more years of experience providing direct support of an executive, senior administrator, or lead faculty member.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Additional Requirements:

• Demonstrated strong computer skills, including strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint for calendaring, correspondence, presentations, special reports, spreadsheets, etc. Comfort with learning new software.
• Values the UW’s commitment to inclusiveness. Demonstrates respect and commitment to diversity.
• Works to resolve conflicts and differences through dialog and open communication in a timely manner. Sees every difference as an opportunity for growth and change.
• Strong interpersonal skills and customer service orientation. Poised, professional manner and the ability to communicate clearly, directly and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.
• Demonstrated ability to proactively and skillfully engage others in ways that help resolve differences, manage conflicts and build consensus, all with the best interests of the organization in mind.
• Demonstrated project management with creativity, organizational ability, empathy and strong attention to detail. Ability to manage emerging priorities and varying project timelines.
• Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.
• Demonstrated ability to maintain confidences and protect confidential information.
• Ability to act in a selfless manner and model ethical values of UW Medicine.

DESIRED QUALIFICATIONS

• Program management experience.
• Knowledge of development/advancement principles.
• Experience with UW travel, procurement and Workday systems, and complex CRMs.