Career Center

The Administrative Assistant 4 provides diverse complex administrative support and/or manages the office affairs of an executive, director level position, or large functional area requiring a thorough understanding of regional policies and procedures under minimal supervision.

Join our medical group

Northwest Permanente is a self-governed, physician-led, multi-specialty group of 1,500 physicians, surgeons, and clinicians, caring for 630,000 members in Oregon and Southwest Washington. Kaiser Permanente is one of the nation's preeminent health care systems, a benchmark for comprehensive, integrated, value-based, and high-quality care.

Major Accountabilities

• Sign routine correspondence on behalf of supervisor, or in own name
• Receive requests for information concerning supervisor's programs; advise when material can be furnished and prepare it or follow-up to see that such material is prepared in an appropriate and timely manner
• Provide support or be responsible for coordination of independent special projects
• May assist in the budget process and maintain budget records
• May coordinate, review and oversee the work of subordinate clerical employees
• Receives telephone and personal callers: in absence of supervisor, screen those which can be handled by others; make referrals, answer questions not requiring research or technical knowledge
• Act on supervisor's behalf in accomplishing general and complex administrative matters which may involve making decisions and commitments within scope of delegated authority
• Make all necessary travel arrangements for supervisor and staff, including making reservations for transportation, hotel reservations and registration fees
• Maintains and coordinates itineraries and preparation for travel related activities, including travel reports
• Maintain supervisor's calendar or multiple calendars and schedule appointments and conferences; assure that supervisor is fully briefed on matters to be considered before scheduled meetings--includes coordinating catering and food supplied at meetings or conferences
• Provide a wide variety of services requiring a high degree of skill in office methods and functions
• Maintain budget records, process requisitions, invoices and personnel forms
• Process expense reports and credit-card billing statements
• Other duties as assigned

Minimum Qualifications

• Excellent oral and written communication skills
• Experience in customer service or client relations
• Demonstrated ability to prioritize and complete detailed complex work with accuracy and within timeline requirements
• Ability to work in a fast-paced team environment
• Ability to execute duties using highest level of tact and integrity
• Proficiency in taking and recording minutes
• Working knowledge of specialized subject matter, specialized office equipment, and complex office systems
• Experience developing presentations
• Proficient in business software including MS Office, Excel and Power Point
• High school diploma or GED

Minimum Required Experience

• Fiver (5) years of professional administrative experience and or experience utilizing progressively responsible administrative/executive level administrative support skills

Equal opportunity employer

At Northwest Permanente, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Northwest Permanente believes that equity, inclusion, and diversity among our employees are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.