Executive Assistant II Job at UnityPoint Health in West Des Moines

Overview

We're seeking an Executive Assistant II to join our team! In this role, you'll provide executive level administrative support to Senior Vice Presidents to enhance effectiveness of the executive in meeting the business objectives of UnityPoint Health. Responsibilities include managing day-to-day operations of the executive’s office, assuming responsibility for meeting organization, prioritizing tasks, maintaining an efficient and practical calendar. Additionally, you'll assists with analysis, daily functions and assignments while optimizing use of resources. 

Location: Onsite- West Des Moines, Iowa

Hours: Monday-Friday, 8:00am-5:00pm

Why UnityPoint Health?

• Commitment to our Team – For the third consecutive year, we're proud to be recognized as a Top 150 Place to Work in Healthcare by Becker's Healthcare for our commitment to our team members. 
• Culture – At UnityPoint Health, you matter. Come for a fulfilling career and experience a culture guided by uncompromising values and unwavering belief in doing what's right for the people we serve. 
• Benefits – Our competitive Total Rewards program offers benefits options that align with your needs and priorities, no matter what life stage you’re in. 
• Diversity, Equity and Inclusion Commitment – We’re committed to ensuring you have a voice that is heard regardless of role, race, gender, religion, or sexual orientation. 
• Development – We believe equipping you with support and development opportunities is an essential part of delivering a remarkable employment experience. 
• Community Involvement – Be an essential part of our core purpose—to improve the health of the people and communities we serve. 

Visit https://dayinthelife.unitypoint.org/ to hear more from our team members about why UnityPoint Health is a great place to work. 

What are team member vaccine requirements?  

As part of keeping our communities safe and healthy, all team members must be vaccinated for influenza and Tdap, provide proof of immunity to MMR and varicella, and be tested for tuberculosis.  New hires must submit proof of vaccination or an approved exemption to begin work. If you have questions, please contact a recruiter or ask at any time during the interview process. UPH strongly recommends that all team members receive the updated COVID-19 vaccine, and at this time, UnityPoint Health – Meriter requires Covid-19 vaccination or an approved exemption. 

Responsibilities

What You'll Do:

• Develops requested presentation materials.
• Prepares and organizes information, materials for meetings. Appropriately schedules meeting locations on and off site, selects catering needs, and arranges for audiovisual aids. Prepares notification, agendas and other reports as requested.  Coordinates conference calls as needed.  Demonstrates critical thinking skills and deals with unavoidable meeting conflicts in the event of Vice President’s absence.
• Independently plans and manages daily activities, prioritizing assignments and anticipating needs of Vice President, utilizing time management techniques and optimization of available resources. Uses discretion and independent judgment in accomplishing assignments and complete projects within assigned time period. Demonstrates ability to consistently meet work demands remaining flexible and adapting to the needs of the Vice President.  Exhibits willingness to assist in other functions and duties in special circumstances as assigned.
• Supports Board Governance Committee including coordinating meetings and taking minutes, correspondence to committee, supporting CEO, VP serving as key staff, maintaining files and developing presentation materials.
• Coordinates travel arrangements for Vice President(s) as well as other personnel accompanying them, finalizing flight itineraries, hotel reservations, car rentals, conference registrations, and other special needs as requested. Prepares itinerary and distributes airline tickets to all parties. Completes travel expense report and maintains file for travel records.
• Maintains expense and budget reports for all areas of Vice Presidents’ responsibility.
• Maintains confidential, accurate data and paper files, policy books and records of employee attendance at educational offerings.
• Responsible for maintaining personnel records of Vice Presidents’ direct reports in a confidential manner.

Qualifications

What You'll Need:

Education: 

High School Diploma or equivalent

Preferred: Associates degree

Experience: 

5 years administrative experience

Preferred:Prior experience supporting an executive 

License: 

Valid driver's license when driving any vehicle for work-related reasons

Knowledge/Skills/Abilities:

• Very strong computer skills (e.g. Microsoft word, power point, knowledge running comparisons of documents)
• Knowledge of legal terms/vocabulary preferred 
• Experience running board and system committees (e.g. putting together agendas, taking minutes etc.)
• Strict confidentiality 
• Ability to manage multiple projects/priorities at once 
• Willingness to look at new approaches to the work, using new tools etc.
• Attention to detail is critical