Executive Assistant

Children’s Minnesota•Minneapolis, MN

11h•Hybrid

About The Position

Children’s Minnesota is one of the largest pediatric health systems in the United States and the only health system in Minnesota to provide care exclusively to children, from before birth through young adulthood. An independent and not-for-profit system since 1924, Children’s Minnesota is one system serving kids throughout the Upper Midwest at two free-standing hospitals, nine primary care clinics, multiple specialty clinics and seven rehabilitation sites. As The Kids Experts™ in our region, Children’s Minnesota is regularly ranked by U.S. News & World Report as a top children’s hospital. Children’s Minnesota is proud to be recognized by Modern Healthcare as one of 2023’s Top Diversity Leaders, an honor recognizing top diverse healthcare executives and organizations influencing public policy, care delivery, and promoting diversity, equity and inclusion. The Administration Department is responsible for representation of administration on the St. Paul and Minneapolis Campuses, policy and procedure clearinghouse, business development, child advocacy and child policy, and community health and preventive medicine. The Executive Assistant serves as liaison while providing high-level administrative support to the assigned executive leadership member(s). In this role, the Executive Assistant will be required to work independently within the established procedures associated with the specific job functions.

Requirements

High school degree or GED
Five-year experience in a general office setting
Proficient and demonstrated competency in MS Office Suite applications
Strong oral and written interpersonal, communication and organizational skills
Ability to work independently, and exceptionally well with all levels of management, Board members, external constituents, vendors, and staff
Ability to deal with highly confidential information in a professional manner
Ability to work under pressure and meet tight deadlines
Excellent time management, prioritization, and project management skills
Ability to optimize the time of executives, and manage the complexity of their schedules, and requests for their time

Nice To Haves

One-year experience supporting an executive level leader
Experience in healthcare/hospital setting

Responsibilities

screen calls and responds to or routes routine inquiries from internal or external sources with appropriate correspondence or other messaging
greeting and directing visitors
maintaining and scheduling appointment calendars
making travel arrangements (domestic and international)
handling various forms of mail (i.e. paper, email, overnight express, fax)
ordering office supplies and furnishings
arranging for equipment repairs
maintaining filing systems and/or computerized record keeping systems and/or databases
completing standardized forms
create and prepare presentations for internal and/or external meetings
create and maintain org charts and department contact lists
handle all confidential correspondence and inter-department communications
attend meetings and take minutes
compose correspondence on behalf of the executive leader(s) supporting
provide on-boarding support for new hires and internal transfers, as needed
manage and coordinate department policies and oversee the policy review process
perform other duties, as assigned
primarily support the SVP, Chief Operating Officer