Job Description:

This position provides senior executive level administrative and project support to Legal Department leaders and other designated members of the Legal Department. Depending on the assignment, this highly visible position directly interacts with the senior leaders of Intermountain Healthcare. This position manages projects for either the Governance Office or one of the departments divisions and performs office duties such as scheduling meetings, typing, filing, prioritizing and distributing incoming correspondence, and answering telephones. In addition, the incumbent creates agendas, drafts presentations, prepares and distributes department, customer, and/or board materials, and documents minutes for meetings. The incumbent must use judgment in composing correspondence, preparing reports and projects, scheduling meetings and appointments, and determining the appropriate person with whom to address incoming requests, questions or other correspondence. This position works independently with little supervision and maintains the confidentiality of sensitive information.

Monday -Friday position

Scope

This position reports to Senior leaders in the Legal Department.

Job Essentials

ASSISTANCE/SUPPORT

Provides senior executive level administrative support to Legal Department leaders and other designated lawyers in the Legal department.

Schedules meetings and appointments, submits expense reports, and manages the calendar for designated lawyers in the Legal department.

Coordinates travel and manages the itinerary for designated lawyers in the Legal department.

Completes assignments with a fastidious attention to detail. Takes initiative and works comfortably with ambiguity.

Responds to numerous telephone and written inquiries in a timely and professional manner.

Responds to work requests coming into the Legal Department and directs these requests to the appropriate attorney.

Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, graphics, and processes via Excel, PowerPoint, Word, Visio, or other programs as necessary.

Maintains proficiency with the legal department's matter management system (Legal Tracker) and other Intermountain software systems as applicable(e.g., BoardEffect, Workfront, PeopleSoft, Workday).

Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies.

Protects operations by keeping sensitive information confidential.

BOARD/CLIENT SUPPORT

Accountable for administration of a uniform board/client management platform (e.g., BoardEffect, Workfront, Legal Tracker).

Communicates, supports, and interacts with trustees/clients across the system.

Prepares both critical and non-critical correspondence for lawyers in the Legal Department.

Creates agendas and assists with the drafting of presentations and documents for system Board/client meetings and governance/legal needs.

Prepares and distributes system Board/client meeting materials and takes and distributes minutes of such meetings.

Proofreads and edits Board materials as requested.

Coordinates system Board/client meetings and retreats, including coordinating calendars, travel, conference facilities, food and beverage needs, and planned entertainment or events.

Assists with conference exhibit planning, preparation, and staging.

Collaborates with clients' assistants, and the support staff of the Board Members/client leaders as appropriate to ensure that the day to day essential functions for our system Boards/clients are being completed in a timely and professional manner.

Helps update board/client site and prepares governance/legal newsletter.

Handles and maintains business filings and registrations for Intermountain Healthcare.

DOCUMENTATION

Helps maintain a central document repository of all Intermountain governance/legal records and documents (e.g., articles of incorporation, bylaws, charters, minutes.)

PROJECT MANAGEMENT

Independently manages multiple specifically assigned projects for the Legal Department.

Demonstrates initiative in managing these projects and resolving associated problems.

Conducts and researches special projects, reports, etc.

Prepares correspondence and reports for designated lawyers in the legal department.

Collects and analyzes information to prepare reports and prep designated lawyers in the legal department for meetings.

Organizes and maintains databases and large volumes of information.

Minimum Qualifications

Bachelor's degree. Education must be obtained through an accredited institution. Degree will be verified.

- or -

Five years of experience as an executive secretary supporting senior leaders (vice president or higher) in a large organization.

- and -

Experience in a role requiring a high level of professionalism, diplomacy, sound judgment, and interpersonal skills.

- and -

Willing to adapt to changes that require flexibility in schedule to work earlier or later hours during the work week as needed, and willingness and ability to travel to attend off-site meetings and to occasionally travel overnight.

- and -

Strong organizational and project management skills, excellent verbal and written communication skills, and ability to work independently with a fastidious attention to detail.

- and -

Experience preparing drafts of documents, presentations, and reports using office programs, including word processing, spreadsheet, database, presentations, internet and e-mail, and scheduling / calendaring applications skills.

- and -

Experience working in a fast-paced culture while still achieving results in a large healthcare/multi-division corporate environment.

- and -

Excellent customer service and telephone etiquette.

Preferred Qualifications

Expertise supporting board/client meetings and directors, trustees, or leaders.

- and -

Familiarity with board/client management platform and tools.

- and -

Experience in health care administrative support.

Physical Requirements:

Interact with others requiring the employee to communicate information.

- and -

Operate computers and other office equipment requiring the ability to move fingers and hands.

- and -

See and read computer monitors and documents.

- and -

Remain sitting or standing for long periods of time to perform work on a computer, telephone, or other equipment.

Anticipated job posting close date:

03/11/2024

Location:

Peaks Regional Office

Work City:

Broomfield

Work State:

Colorado

Scheduled Weekly Hours:

40

The hourly range for this position is listed below. Actual hourly rate dependent upon experience.

$22.67 - $38.98

We care about your well-being – mind, body, and spirit – which is why we provide our caregivers a generous benefits package that covers a wide range of programs to foster a sustainable culture of wellness that encompasses living healthy, happy, secure, connected, and engaged.

Learn more about our comprehensive benefits packages for our Idaho, Nevada, and Utah based caregivers, and for our Colorado, Montana, and Kansas based caregivers; and our commitment to diversity, equity, and inclusion.

Intermountain Health is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Intermountain Health

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