Executive Assistant - HMHI

Overview

As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, integrity, quality and trust that are integral to our mission. EO/AA

 

Position Overview: The Executive Assistant provides high-level administrative support to multiple senior leaders and medical directors at Huntsman Mental Health Institute (HMHI). This position requires excellent organizational skills, clear and consistent communication, and the ability to manage complex responsibilities across a wide range of stakeholders. The Executive Assistant plays a key role in coordinating meetings, events, and communication on behalf of leadership while maintaining a high level of professionalism and discretion. This position is full-time and based on-site at 501 Chipeta Way in Salt Lake City, UT.

 

Corporate Overview: The University of Utah is a Level 1 Trauma Center and is nationally ranked and recognized for our academic research, quality standards and overall patient experience. Our five hospitals and eleven clinics provide excellence in our comprehensive services, medical advancement, and overall patient outcomes.

 

This position calls for someone who is highly organized, detail oriented, and comfortable working independently. Strong writing and editing skills are important, along with the ability to communicate clearly and professionally. Experience creating visually polished documents and presentations using branded templates is especially valuable. The ability to anticipate needs, prioritize tasks, and remain calm under pressure will help you succeed in this role.

 

Experience supporting executive-level and senior leaders, particularly in healthcare or academic environments, is helpful. We are looking for someone who is friendly, approachable, adaptable, and able to build trust across a variety of teams and work styles.

Responsibilities

Communication Skills

• Consistent written and oral communication.
• Respond to leaders, staff and external contacts on my behalf that represents executive’s communication style.
• Editing and proofing any communication for grammar and spelling, in addition to meeting the behavioral standards.

Technology Proficiencies

• Proficient in Word Processing and other MS Office tools, ie PowerPoint.
• Capable of taking meeting notes and summarizing in action items.
• Capable of creating PowerPoint presentations.
• Support large meetings utilizing Teams, Skype or Zoom when needed.

Equipment Handling

• Capable of using functions of the Multi-Functional Printer/Copier/Scanner.
• Proficient in desktop tools, including use of laptop and smartphone.
• Proficient in display devices within the board or conference rooms.

Customer Service Skills

• Appropriately represent the Executive and UUHC Hospital Administration.
• Demonstrate consistent patience, professionalism, and attentiveness to all team members.
• Demonstrate emotional intelligence concerning sensitive topics or situations that might develop.

Planning and Preparation

• Review calendars and important meeting dates with the intent of planning necessary steps for a positive outcome.
• Leverage automation tools if needed.
• Structuring agendas, meeting materials and invitation lists.

Team Work

• Demonstrate a team work effort to working with other executive assistants.
• Develop strong listening and cooperation skills.

Self-Motivation

• Be able to work and produce work effort with minimal oversight.
• Demonstrate problem solving skills.
• Adhering to schedule hours.

Filing / Paper Management

• Manage all paper files and create a system for easy retrieval when needed.
• Leverage automation, ie Teams, shared folders, box, etc.

Research Skills

• Investigate various topics which may require internet or library searches.
• Summarize research findings.

Knowledge / Skills / Abilities

• Well established human relations, effective communication, and public relations skills.

• Ability to perform the essential functions of the job as outlined in the position description.

• Demonstrates writing and PowerP