Executive Assistant

Children’s Hospitals and Clinics of Minnesota•Minneapolis, MN

1d•Hybrid

About The Position

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 listed below: 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 The EA will primarily support the SVP, Government & Community Relations / Chief Equity & Inclusion Officer. Location: Minneapolis / Hybrid – After the initial two weeks of on-site onboarding, the role will follow a hybrid model: In office Tuesday-Thursday, with rotating coverage on Mondays and Fridays. Hours: 8:00 AM – 4:30 PM, with some flexibility required to accommodate early or late meetings/business needs.

Requirements

High school degree or GED, required
Five-year experience in a general office setting, required
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, preferred
Experience in healthcare/hospital setting, preferred

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