Executive Assistant

MNGI•Minneapolis, MN

26d•$61,776 - $71,053•Hybrid

About The Position

This role provides complex and confidential administrative support to the Chief Operations Officer, managing calendars, coordinating meetings, taking minutes, preparing reports and correspondence, and handling communication. The Executive Assistant also assists the management team with projects, serves as a backup for the administrative team, acts as a resource for compliance issues, and manages the Employee Appreciation program. The position requires meticulous attention to detail, the ability to multitask, and a commitment to maintaining confidentiality.

Requirements

High School Diploma or GED required.
Microsoft Office applications (advanced)
Technology
Exceptional customer service skills
Strong interpersonal skills and self direction
Active listening
Critical thinking
Organization and time management
Multitask and be detail oriented
Anticipate scheduling and administrative needs
Problem solve, prioritize and meet deadlines
Communicate effectively verbally and in writing
Communicate effectively with internal and external customers at all level.
Work independently as well as in a team environment
Type proficiently and accurately
While performing the duties of this job, the employee may be required to walk, sit, stand, reach overhead, and bend to the floor.
The employee is regularly required to talk and hear.
The employee is required to use dexterity of hands and fingers to operate a computer keyboard, mouse, and other office equipment.
Specific vision abilities required by this job include close vision and ability to adjust focus.
The employee may be required to lift and transport items up to 30 pounds occasionally.
Employees may be required to travel to other company locations due to staffing and training needs.
The employee works in an office environment.
The employee is exposed to a computer monitor daily.
The employee may be required to travel by automobile and exposed to changing weather conditions while performing the duties of this position.
While performing the duties of this position, the employee must be alert to conditions that may impact the safety of patients, employees and visitors.

Nice To Haves

Associate’s degree or greater is preferred.
5+ years of Administrative Assistant experience is preferred.

Responsibilities

Perform complex and confidential functions for Chief Operations Officer including: Accurately maintain calendars and communicate any changes in a timely manner.
Coordinate meetings and conferences including meeting invitations, confirmations, food, AV needs, agendas, handouts, and preparing the meeting room as necessary.
Take accurate and complete meeting minutes and distribute them to the appropriate individuals.
Gather information and prepare reports required for business decisions.
Prepare accurate letters, memos, PowerPoint presentations and other correspondence.
Proofread for accurate spelling, grammar and layout. Is responsible for accuracy of final information.
Open mail, respond to requests for information, draft written responses or replies by phone or e-mail when necessary.
Answer telephone for manager when the manager is unavailable. Take messages or respond to routine requests. Redirects phone calls as appropriate.
Assist members of the management team with projects and assumes project-management responsibility where appropriate.
Maintain familiarity with office operations and able to fill in where necessary, serve as back up and as support for Administrative team.
Acts as a resource to employees for consultation on compliance issues.
Oversight and management of the Employee Appreciation program working with the Chief Operations Officer and vendors to execute quarterly gifting.
Complete all projects accurately within deadlines set by manager.
Respect and maintain confidential information regarding customers, co-workers and organizational business.
Any and all other duties as assigned.