Executive Assistant II

UnityPoint Health•West Des Moines, IA

45d•Onsite

About The Position

As an Executive Assistant II, you will be the go-to resource for managing the daily workflow of the executive office. You'll take ownership of calendar management, task prioritization, meeting coordination, and overall office organization-ensuring leaders can focus on strategic objectives. You'll also contribute to business needs through thoughtful analysis, proactive problem-solving, and efficient coordination of assignments. This role requires someone who brings creativity, sound judgment, and independent decision-making to keep everything running smoothly. If you excel in a fast-paced environment, enjoy being a trusted partner to senior leaders, and are energized by making an impact behind the scenes, this could be the perfect opportunity for you.Join UnityPoint Health as a key partner to senior leadership. In this role, you'll provide high-level administrative support to a Senior Vice President or multiple Vice Presidents, helping drive organizational success and streamline executive operations.

Requirements

High School Diploma or equivalent.
5 years administrative experience supporting an executive
Valid driver's license when driving any vehicle for work-related reasons.
Knowledge of Microsoft Excel, Word, PowerPoint and databases
Excellent communication skills both verbal and written.
Excellent planning and organizational skills.
Must be able to manage priorities and deadlines.
Ability to exercise independent judgement and decision making

Nice To Haves

Associates preffered.

Responsibilities

Anticipate the needs of assigned executives by preparing and gathering records, reports, correspondence or other specific information and monitoring of work status.
Reviews, analyzes, prioritizes and responds to incoming correspondence. Transcribes dictation, maintains files, and composes correspondence. Acts as a liaison to other team members, outside agencies, community leaders and medical staff
Receives and responds to telephone calls on behalf of the assigned executive(s), obtaining detailed information for call that need attention of other personnel and refers appropriately if necessary.
Ensures conflict resolution with difficult callers via telephone and in-person by demonstrating proactive thinking and attentive listening skills.
Maintains practical calendar, prioritizing meetings compliant with needs and importance of meeting purpose, assuring all corresponding documents are pulled together. Allows for flexibility in the event issues require immediate attention and reschedules as needed. Creates and maintains standing meetings appropriately on calendar.
Coordinates schedules with physicians, staff and outside customers taking into consideration meeting areas. Attends and assists assigned executive(s) in meetings/presentations as requested, recording minutes when necessary.
Reminds executive(s) of special circumstances surrounding upcoming meeting and/or location. Communicates changes and upcoming events via email, voicemail and written message.
Processes invoices, maintenance requests, check requests, printing requests, expense reports and other forms according to employer practice.
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 assigned executive's absence.
Responsible for creating, monitoring, and advising on reports, tables, charts and graphs from data based on research or gather information involving a high level of knowledge of policies, procedures, and software applications
Independently plans and manages daily activities, prioritizing assignments and anticipating needs of assigned executive, 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
Maintains confidential, accurate data and paper files, policy books and records of employee attendance at educational offering
Maintains expense and budget reports for all areas of assigned executive responsibility