Hennepin County Medical Center
Executive Assistant
Hennepin County Medical Center, Minneapolis, Minnesota, United States, 55400
Hennepin Healthcare is an integrated system of care that includes HCMC, a nationally recognized Level I Adult Trauma Center and Level I Pediatric Trauma Center and acute care hospital, as well as a clinic system with primary care clinics located in Minneapolis and across Hennepin County. The comprehensive healthcare system includes a 473-bed academic medical center, a large outpatient Clinic & Specialty Center, and a network of clinics in the North Loop, Whittier, and East Lake Street neighborhoods of Minneapolis, and in the suburban communities of Brooklyn Park, Golden Valley, Richfield, and St. Anthony Village. Hennepin Healthcare has a large psychiatric program, home care, and operates a research institute, philanthropic foundation, and Hennepin EMS. The system is operated by Hennepin Healthcare System, Inc., a subsidiary corporation of Hennepin County.
Equal Employment Opportunities:
We believe equity is essential for optimal health outcomes and are committed to achieve optimal health for all by actively eliminating barriers due to racism, poverty, gender identity, and other determinants of health. We are committed to equitable care and working in an environment that celebrates, promotes, and protects diversity, equity, inclusion, and belonging. We are committed to bringing in individuals with new cultural perspectives to assist in creating a more equitable healthcare organization.
SUMMARY:
We are currently seeking an
Executive Assistant
to join our Administration team. This full-time role will work days (in person).
Purpose of this position:
Provides executive level support to the Chief Officer(s) and Board/Board sub-committees. The primary
responsibilities include decision-making that supports the officers and board members, calendar management, project management, meeting and event coordination, communication, travel, and budget management, maintaining files and records, and other administrative duties.
The role calls for a dynamic, talented, and experienced support professional seeking to work in a rewarding and fast-paced environment. The individual should be passionate about collaborating with a diverse network of stakeholders, artfully orchestrating executive operations, problem-solving with urgency, and driving work forward with attention to prioritization. The scope includes a focus on scheduling meetings and communicating on behalf of the executive, to preparing reports and managing logistics to ensure effective support of the office the chief officers. The responsibilities include structuring meetings, related documentation, and materials, board materials, tracking progress on strategies and goals, manage calendars, sending communications, communicate with leaders, and follow up on deliverables. The individual must understand the importance of transparency, clarity, and effective communication, and you proactively communicate at each turn, ensuring there is a flow of information that empowers people. In this role, the individuals will build relationships with team members across the organization to influence outcomes and maintain momentum. This role will enable the ability support large strategic initiatives, prioritizing key projects, and foster key relationships to advance the organization's mission.
RESPONSIBILITIES:
Proactively prepares and acts on behalf of one or more of the Chief Officers or Board members to manage the executive's calendar, communications and travel arrangements in a manner that drives organization outcomes and team efficiencies
Has the calendar authority; forecasts potential requirements, de-conflicts problems andplans and projects time for historically reoccurring requirements to advance the work
Contact staff if they do not show up or are late to meetings; keep the Chief Officerinformed of any schedule changes
Ensure Chief Officer calendar for individual projects/efforts
Continually assess what meetings the Chief Officer need to attend. Ensure and efficiencyand effectiveness of their time
Lead weekly calendar reviews and look ahead meetings; make changes as needed
Maintains an efficient flow of information between all levels of the executive's internal and external contacts on a wide spectrum of the organization's plans and priorities
Proactively prepare Chief Officer and Board meeting agendas, packets, and othermaterials ensuring needed are submitted/prepared in a timely manner
Be flexible and agile to provide quick turnaround requests or need last minute updates
Ensure time is adjusted as needed for priority tasks and events
Proactively work with Chief Officer to ensure meetings end on time
Ensure transition time and prep time between/before/after meetings
Processes all incoming correspondence received for the Chief Officer or Board members byprioritizing and determining its disposition. Drafts responses for the executive's signature based on knowledge of their activities, interests, priorities, issues, etc
Screen incoming calls/visitors/requests for the Chief Officer, determines the nature ofinquiry, refers the caller or visitor to the proper
Receive and review incoming Chief Officer mail. Make necessary annotations; gatherneeded, relevant materials as necessary prep correspondence as requested' trackneeded actions and communications' and ensure timely completion/follow-up. Establishappropriate control systems and files for correspondence
Coordinates meetings, conferences, speaking engagements and appointments for the executive(s), using organization knowledge, diplomacy and detailed follow through
Follow-through and prep any Chief Officer meeting, logistics; ensure smooth technologicaltransitions are needed
Follow-through and prep any Chief Officer staff meetings logistics; ensure smoothtechnological transitions as needed
Attend meetings along Chief Office at request
Develops and maintains tracking system for all action items ensuring deadlines are met.Capture action items, upcoming deadlines, and highlights from meetings
Provides appropriate bi-weekly + summary to Chief Officer. Proactively ensure and workwith other ELT members, EAs and staff to coordinate and complete items
Coordinate and create agendas and talking points for Chief Officer meetings as needed
Ensure the Chief Officer has talking points and notes in advance of meetings and is fullyprepared for any presentations requiring their participation or leadership
Makes important decisions pertaining to patient and staff requests, regulatory and governmentalagencies, and general public requests for time or responses from the executive. Also, makesdecisions and recommendations on office product, furniture, and technology purchases
Prepares, reviews, proofreads and/or formats all correspondence prepared for the executive'ssignature to ensure accuracy and completeness, as well as consistency with organizational policy
Plans and organizes the functions of the executive's team meetings, including organization charts, weekly meetings, special events and strategic planning retreats. Attends, coordinates, writes, and compiles minutes for executive's meetings and other meetings, as appropriate
Proactively work with others as needed to establish deadlines when needed forprojects/action items
Work in collaboration with ELT members and EA members to ensure productive andtimely flow /communication of important/urgent tasks and time of completion, especially ifthis may require a schedule shift
Support or any briefings, communications, and/or presentations required by the ChiefOfficer
Provide any final quality check needed by Chief Officer before material submission orsignature, as requested.
Maintains paper and electronic files in an organized and easily accessible fashion. Maintains security of confidential information
Works with executive's direct reports to provide assistance or support, as need arises
Coordinates special assignments and projects; need varies based on executive's currentinitiatives. Develop comprehensive plans and strategies for Chief Officer day-to-day andlong-range projects, actions, and activities. Provide effective methods to resolveproblems, answer questions, correct deficiencies, and enhance support to Chief Officer
Provide input for creating, managing, and continuously analyzing, evaluating, andimproving work and paper flow and calendar and scheduling management systems
Anticipate, research, and add necessary background information to actions requiringChief Officer attention, as needed
Rotates backup coverage with other Executive Assistants when additional support is needed, or leave will be taken
QUALIFICATIONS:
Minimum Qualifications:
Bachelor's degree
Five to eight years of progressively responsible experience supporting a senior level executive(s), part of which time worked in a healthcare setting
-OR-
An approved equivalent combination of education and experience
Knowledge/ Skills/ Abilities:
Strong technology skills especially with Microsoft Office Suite, including proficiency in creating PowerPoint presentations, Excel spreadsheets and organization charts. Also proficient in using Microsoft Teams and Outlook
Excellent written and oral communication skills
Excellent interpersonal skills and the ability to communicate with people at all levels with a proven ability to handle confidential information with discretion. Must demonstrate the highest level of customer service and response using advanced listening skills, discretion, common sense, and a positive attitude
Demonstrated ability to coordinate and collaborate with others
Strong sense of urgency with a demonstrated ability to meet deadlines in a fast-paced environment with high workload volume
Ability to prioritize, follow-through, and change work focus frequently
Able to respond in a timely manner to varied and often urgent needs of internal and external constituents
Exceptional organizational, time management and prioritization skills
Trustworthiness and the ability to maintain confidentiality
Detail oriented
You've made the right choice in considering Hennepin Healthcare for your employment. We offer a wealth of opportunities for individuals who want to make an impact in our patients' lives. We are dedicated to providing Equal Employment Opportunities to both current and prospective employees. We are driven to connect talented individuals with life-changing career opportunities, enabling you to provide exceptional care without exception. Thank you for considering Hennepin Healthcare as a future employer.
Please Note:
Offers of employment from Hennepin Healthcare are conditional and contingent upon successful clearance of all background checks and pre-employment requirements.Department
:
Administration
Primary Location
:
MN-Minneapolis-Downtown Campus
Standard Hours/FTE Status
:
FTE = 1.00 (80 hours per pay period)
Shift Detail
:
Day
Job Level
:
Staff
Employee Status
:
Regular
Eligible for Benefits
:
Yes
Union/Non Union
:
Non-Union
Job Posting
:
Sep-11-2024#J-18808-Ljbffr
Equal Employment Opportunities:
We believe equity is essential for optimal health outcomes and are committed to achieve optimal health for all by actively eliminating barriers due to racism, poverty, gender identity, and other determinants of health. We are committed to equitable care and working in an environment that celebrates, promotes, and protects diversity, equity, inclusion, and belonging. We are committed to bringing in individuals with new cultural perspectives to assist in creating a more equitable healthcare organization.
SUMMARY:
We are currently seeking an
Executive Assistant
to join our Administration team. This full-time role will work days (in person).
Purpose of this position:
Provides executive level support to the Chief Officer(s) and Board/Board sub-committees. The primary
responsibilities include decision-making that supports the officers and board members, calendar management, project management, meeting and event coordination, communication, travel, and budget management, maintaining files and records, and other administrative duties.
The role calls for a dynamic, talented, and experienced support professional seeking to work in a rewarding and fast-paced environment. The individual should be passionate about collaborating with a diverse network of stakeholders, artfully orchestrating executive operations, problem-solving with urgency, and driving work forward with attention to prioritization. The scope includes a focus on scheduling meetings and communicating on behalf of the executive, to preparing reports and managing logistics to ensure effective support of the office the chief officers. The responsibilities include structuring meetings, related documentation, and materials, board materials, tracking progress on strategies and goals, manage calendars, sending communications, communicate with leaders, and follow up on deliverables. The individual must understand the importance of transparency, clarity, and effective communication, and you proactively communicate at each turn, ensuring there is a flow of information that empowers people. In this role, the individuals will build relationships with team members across the organization to influence outcomes and maintain momentum. This role will enable the ability support large strategic initiatives, prioritizing key projects, and foster key relationships to advance the organization's mission.
RESPONSIBILITIES:
Proactively prepares and acts on behalf of one or more of the Chief Officers or Board members to manage the executive's calendar, communications and travel arrangements in a manner that drives organization outcomes and team efficiencies
Has the calendar authority; forecasts potential requirements, de-conflicts problems andplans and projects time for historically reoccurring requirements to advance the work
Contact staff if they do not show up or are late to meetings; keep the Chief Officerinformed of any schedule changes
Ensure Chief Officer calendar for individual projects/efforts
Continually assess what meetings the Chief Officer need to attend. Ensure and efficiencyand effectiveness of their time
Lead weekly calendar reviews and look ahead meetings; make changes as needed
Maintains an efficient flow of information between all levels of the executive's internal and external contacts on a wide spectrum of the organization's plans and priorities
Proactively prepare Chief Officer and Board meeting agendas, packets, and othermaterials ensuring needed are submitted/prepared in a timely manner
Be flexible and agile to provide quick turnaround requests or need last minute updates
Ensure time is adjusted as needed for priority tasks and events
Proactively work with Chief Officer to ensure meetings end on time
Ensure transition time and prep time between/before/after meetings
Processes all incoming correspondence received for the Chief Officer or Board members byprioritizing and determining its disposition. Drafts responses for the executive's signature based on knowledge of their activities, interests, priorities, issues, etc
Screen incoming calls/visitors/requests for the Chief Officer, determines the nature ofinquiry, refers the caller or visitor to the proper
Receive and review incoming Chief Officer mail. Make necessary annotations; gatherneeded, relevant materials as necessary prep correspondence as requested' trackneeded actions and communications' and ensure timely completion/follow-up. Establishappropriate control systems and files for correspondence
Coordinates meetings, conferences, speaking engagements and appointments for the executive(s), using organization knowledge, diplomacy and detailed follow through
Follow-through and prep any Chief Officer meeting, logistics; ensure smooth technologicaltransitions are needed
Follow-through and prep any Chief Officer staff meetings logistics; ensure smoothtechnological transitions as needed
Attend meetings along Chief Office at request
Develops and maintains tracking system for all action items ensuring deadlines are met.Capture action items, upcoming deadlines, and highlights from meetings
Provides appropriate bi-weekly + summary to Chief Officer. Proactively ensure and workwith other ELT members, EAs and staff to coordinate and complete items
Coordinate and create agendas and talking points for Chief Officer meetings as needed
Ensure the Chief Officer has talking points and notes in advance of meetings and is fullyprepared for any presentations requiring their participation or leadership
Makes important decisions pertaining to patient and staff requests, regulatory and governmentalagencies, and general public requests for time or responses from the executive. Also, makesdecisions and recommendations on office product, furniture, and technology purchases
Prepares, reviews, proofreads and/or formats all correspondence prepared for the executive'ssignature to ensure accuracy and completeness, as well as consistency with organizational policy
Plans and organizes the functions of the executive's team meetings, including organization charts, weekly meetings, special events and strategic planning retreats. Attends, coordinates, writes, and compiles minutes for executive's meetings and other meetings, as appropriate
Proactively work with others as needed to establish deadlines when needed forprojects/action items
Work in collaboration with ELT members and EA members to ensure productive andtimely flow /communication of important/urgent tasks and time of completion, especially ifthis may require a schedule shift
Support or any briefings, communications, and/or presentations required by the ChiefOfficer
Provide any final quality check needed by Chief Officer before material submission orsignature, as requested.
Maintains paper and electronic files in an organized and easily accessible fashion. Maintains security of confidential information
Works with executive's direct reports to provide assistance or support, as need arises
Coordinates special assignments and projects; need varies based on executive's currentinitiatives. Develop comprehensive plans and strategies for Chief Officer day-to-day andlong-range projects, actions, and activities. Provide effective methods to resolveproblems, answer questions, correct deficiencies, and enhance support to Chief Officer
Provide input for creating, managing, and continuously analyzing, evaluating, andimproving work and paper flow and calendar and scheduling management systems
Anticipate, research, and add necessary background information to actions requiringChief Officer attention, as needed
Rotates backup coverage with other Executive Assistants when additional support is needed, or leave will be taken
QUALIFICATIONS:
Minimum Qualifications:
Bachelor's degree
Five to eight years of progressively responsible experience supporting a senior level executive(s), part of which time worked in a healthcare setting
-OR-
An approved equivalent combination of education and experience
Knowledge/ Skills/ Abilities:
Strong technology skills especially with Microsoft Office Suite, including proficiency in creating PowerPoint presentations, Excel spreadsheets and organization charts. Also proficient in using Microsoft Teams and Outlook
Excellent written and oral communication skills
Excellent interpersonal skills and the ability to communicate with people at all levels with a proven ability to handle confidential information with discretion. Must demonstrate the highest level of customer service and response using advanced listening skills, discretion, common sense, and a positive attitude
Demonstrated ability to coordinate and collaborate with others
Strong sense of urgency with a demonstrated ability to meet deadlines in a fast-paced environment with high workload volume
Ability to prioritize, follow-through, and change work focus frequently
Able to respond in a timely manner to varied and often urgent needs of internal and external constituents
Exceptional organizational, time management and prioritization skills
Trustworthiness and the ability to maintain confidentiality
Detail oriented
You've made the right choice in considering Hennepin Healthcare for your employment. We offer a wealth of opportunities for individuals who want to make an impact in our patients' lives. We are dedicated to providing Equal Employment Opportunities to both current and prospective employees. We are driven to connect talented individuals with life-changing career opportunities, enabling you to provide exceptional care without exception. Thank you for considering Hennepin Healthcare as a future employer.
Please Note:
Offers of employment from Hennepin Healthcare are conditional and contingent upon successful clearance of all background checks and pre-employment requirements.Department
:
Administration
Primary Location
:
MN-Minneapolis-Downtown Campus
Standard Hours/FTE Status
:
FTE = 1.00 (80 hours per pay period)
Shift Detail
:
Day
Job Level
:
Staff
Employee Status
:
Regular
Eligible for Benefits
:
Yes
Union/Non Union
:
Non-Union
Job Posting
:
Sep-11-2024#J-18808-Ljbffr