Executive Assistant

HealthPartners•Saint Paul, MN

22h

About The Position

HealthPartners is hiring for an Executive Assistant to support our Surgery and Hospital Trauma departments. The Executive Assistant provides confidential administrative support to the Executive(s). Assists with additional administrative responsibilities to ensure the efficient operation of the offices. Represents the Executive(s) in developing relationships with business associates and vendors. Independently applies analytical and problem-solving skills to resolve business issues. Communicates and interacts with senior-level HealthPartners personnel. Handles highly confidential matters and works independently to anticipate and meet business needs. ACCOUNTABILITIES : Performs a variety of administrative assistant and project coordination tasks to support the Executive(s). This includes typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings. Sorts and distributes incoming mail. Creates, proofreads, and edits a variety of material including, but not limited to, correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment. Manages multiple calendars, assists in efficient time utilization and balances multiple priorities. Assesses urgency/priorities, accepts or declines appointments and meetings and when appropriate arranges for others to attend for executives in his/her absence as appropriate. Schedules and arranges meetings. Handles space procurement issues, obtains the necessary equipment, and makes food service arrangements within established budget. Prepares materials for presentations and meetings as requested. Transcribes meeting minutes and distributes as necessary. Schedules meetings in support of team or individual team members as necessary. Audits budget reports and notifies Finance of errors or problems and works towards resolution. Prepares expense reports as requested. Processes check requests and reconciles monthly expenses to the budget. Acts as department front-line representative who provides information or assists those making inquiries of the executive(s) Screens and greets visitors and directs them to appropriate person in area(s). Appropriately refers substantive questions/key business issues to others and follows up to ensure resolution. Preserves confidentiality of sensitive material which is routinely encountered. Communicates effectively with all levels of management, responding to communications around deadlines and realistic estimations of project completions with tact and assertiveness. Builds and maintains positive working relationships with co-workers and the public by using principles of quality customer service. Trouble-shoots problems related to the operation of PC, software, printers, phone and other office equipment. Coordinates travel arrangements including airfare, hotel, transit and all other logistics through appropriate resources and prepares itineraries as necessary. Responsible for variety of administrative projects requiring independent judgment and action. Serves as a backup to other administrative support staff as needed. Performs other duties as assigned.

Requirements

High School Diploma or GED
5+ years of administrative assistant experience
Must report directly to a Vice President, Senior Vice President, Associate Medical Director or Medical Director
Excellent desktop tool usage including Microsoft Suite, Outlook and Sharepoint.
Excellent oral and written communication skills
Excellent spelling, grammar, editing, and organizational skills
Ability to manage multiple priorities while working under pressure and meeting tight deadlines
Ability to work with and maintain highly confidential information
Strong customer service orientation including the ability to recognize, understand and meet the needs of customers at all levels of the organization.
Excellent problem solving skills
Demonstrated time management and project management skills
Ability to work independently with minimal supervision
Ability to learn new software applications
Ability to interact, collaborate and communicate with individuals at all levels both internally to the HealthPartners organization and externally as needed

Nice To Haves

Two-year degree or certificate in Business, Administrative Support, or related field
Working knowledge of Healthcare Systems
Working knowledge of annual planning and budgeting with familiarity with accounting principles and practice

Responsibilities

Performs a variety of administrative assistant and project coordination tasks to support the Executive(s). This includes typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings.
Sorts and distributes incoming mail.
Creates, proofreads, and edits a variety of material including, but not limited to, correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment.
Manages multiple calendars, assists in efficient time utilization and balances multiple priorities.
Assesses urgency/priorities, accepts or declines appointments and meetings and when appropriate arranges for others to attend for executives in his/her absence as appropriate.
Schedules and arranges meetings.
Handles space procurement issues, obtains the necessary equipment, and makes food service arrangements within established budget.
Prepares materials for presentations and meetings as requested.
Transcribes meeting minutes and distributes as necessary.
Schedules meetings in support of team or individual team members as necessary.
Audits budget reports and notifies Finance of errors or problems and works towards resolution.
Prepares expense reports as requested.
Processes check requests and reconciles monthly expenses to the budget.
Acts as department front-line representative who provides information or assists those making inquiries of the executive(s)
Screens and greets visitors and directs them to appropriate person in area(s).
Appropriately refers substantive questions/key business issues to others and follows up to ensure resolution.
Preserves confidentiality of sensitive material which is routinely encountered.
Communicates effectively with all levels of management, responding to communications around deadlines and realistic estimations of project completions with tact and assertiveness.
Builds and maintains positive working relationships with co-workers and the public by using principles of quality customer service.
Trouble-shoots problems related to the operation of PC, software, printers, phone and other office equipment.
Coordinates travel arrangements including airfare, hotel, transit and all other logistics through appropriate resources and prepares itineraries as necessary.
Responsible for variety of administrative projects requiring independent judgment and action.
Serves as a backup to other administrative support staff as needed.
Performs other duties as assigned.