Executive Assistant Job at Fairview Health Services in Minneapolis

Overview

The Executive Assistant position is a full-time mobile role located at 323 Stinson Blvd., Minneapolis.

You have the flexibility to work primarily remotely or in the office, based on your preference. However, you should be prepared to come into the office as needed for business purposes.

Office hours are Monday through Friday, with available shifts from 7:00 AM to 3:30 PM or 7:30 AM to 4:00 PM.

The executive assistant is responsible for administratively supporting high level senior leadership, helping to ensure a smooth flow of work within in their specific areas. The EA manages executive's schedules, assigned tasks and deadlines efficiently and effectively. The EA represents their assigned area for internal and external customers in a positive way by demonstrating responsibility of judgement, confidentiality and professionalism. The EA communicates and interacts with management teams staff, and the public on behalf of Fairview.

This position is part of a small team which supports executive leadership, provides back-up support for the Admin team, assists with other projects, and provides back-up support for the front desk at our 323 Stinson facility.

This position will be eligible for benefits: https://www.fairview.org/benefits

Responsibilities Job Description

• Manages senior leadership's calendar and schedules appointments to ensure appropriate preparation time. Screens incoming calls and correspondence and responds independently referring to other resources when appropriate.
• Prepares agendas, notices, minutes and resolutions for meetings.
• Build and maintain positive relationships with internal and external customers with whom the executive interacts. Evaluates and respond to internal/external requests for information as needed.
• Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget.
• Performs complex and confidential functions including developing PowerPoint presentation and written correspondence. Responds to routine external and internal correspondence and well versed in how to manage patient complaints. Types memos, purchase requisitions, payment requests and other department forms and documents.
• Assist other staff as needed to ensure no gaps in service to leadership team.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Primary support for business unit strategy deployment and tiered management.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings

Qualifications

Required Experience:

• 3-5 Years of assistant experience

Preferred Education:

• Associates or Bachelor's Degree

Preferred Experience:

• 5+ years supporting/assisting senior level executives

EEO Statement

EEO/AA Employer/Vet/Disabled: All qualified applicants will receive consideration without regard to any lawfully protected status