Executive Specialist

Corewell Health • Grand Rapids, MI

9d • Onsite

About The Position

Provides a wide range of complex services to support senior vice president level executives who are engaged in the strategic management of the organization. Proactively relieves the executives of workload through a multitude of avenues including (but not limited to): the strategic management of complex calendars to implement operating rhythms for the executives and ensure proper preparation, the anticipation of issues before they arise, understanding the needs of the executives and helping to address gaps and opportunities, as well as through the recommendation of creative solutions to problems. Administrative tasks such as answering questions, furnishing information, composing correspondence, gathering data and information, developing and maintaining agendas for key meetings in an anticipatory manner, as well as owning and optimizing travel logistics for the executives are within the scope of responsibility. This masterful problem-solver and organizational force, who is flexible and adaptable to changing business needs, performs all duties necessary to ensure the executives meet their working obligations and deadlines in an as efficient and productive manner as possible. Improves the productivity of the executives by diligently working behind the scenes and partnering with others to limit distractions from entering the purview of the executives, thus allowing them to focus on the highest leverage opportunities. Further, utilizes the appropriate software applications to maximize efficiency and effectiveness of the executives’ workloads. Consistently and proactively suggests and introduces new ways of working to improve effectiveness. Relieves executives of work by answering questions and furnishing information, reviews incoming correspondence and routes the correspondence to the appropriate individual. Composes replies and additional communications as appropriate. Is articulate and a good communicator. Screens phone calls, and provides information required for the routine, ongoing conduct of business. Refers exceptional or complex situations to the executives for further action. Prepares complex confidential information such as documents, reports, charts, and graphs using a variety of software. Creates executive level communications and presentations. Performs independent research and prepares information for ad-hoc and/or on-going projects and special assignments. Independently maintains accountability for completion of assigned projects/assignments. (As this is a ‘trust-based position’ – scope and depth of assignments could be expanded/moderated.) Resolves problems requiring in-depth knowledge of organization policies and procedures and projects in process. Relays information regarding organization policies. Informs executives of any deviation on items requiring their attention. Schedules appointments and manages complex calendars to ensure the executives meet their commitments. Exercises independent judgment regarding priorities/rescheduling. Initiates communication to ensure an efficient calendar of events. Provides support to the executives for the coordination of meetings, including making arrangements for meetings (coordination of all logistics, i.e. location, equipment, supplies, food & beverage, guest participant directions and accommodations, etc.). Attends meetings to improve their business acumen. Takes and transcribes minutes of meetings and follows up on action items/key meeting decisions as appropriate. Ensures confidentiality of all sensitive information, data, and communications in order to protect privacy, maintain confidentiality and protect the organization. Works closely with fellow Executive Specialists throughout the organization to foster greater collaboration and efficiencies. May provide back-up to other team members in their absence. Establishes and maintains positive, effective working relationships with internal and external stakeholders and functions as an ambassador of the executive and Corewell Health; models and shares our core values with health consumers, partners and employees.

Requirements

• Associate’s degree or equivalent
• 3 years of relevant experience in the capacity of providing support to senior-level executives

Nice To Haves

• Bachelor's degree

Responsibilities

• Manage complex calendars to implement operating rhythms for executives and ensure proper preparation.
• Anticipate issues before they arise and understand the needs of the executives to address gaps and opportunities.
• Recommend creative solutions to problems.
• Handle administrative tasks such as answering questions, furnishing information, and composing correspondence.
• Gather data and information, and develop/maintain agendas for key meetings.
• Optimize travel logistics for executives.
• Improve executive productivity by limiting distractions and allowing them to focus on high-leverage opportunities.
• Utilize software applications to maximize efficiency and effectiveness of executive workloads.
• Proactively suggest and introduce new ways of working to improve effectiveness.
• Review incoming correspondence and route it appropriately, composing replies as needed.
• Screen phone calls and provide routine business information.
• Refer exceptional or complex situations to executives for further action.
• Prepare complex confidential documents, reports, charts, and graphs.
• Create executive-level communications and presentations.
• Perform independent research and prepare information for projects and special assignments.
• Maintain accountability for the completion of assigned projects/assignments.
• Resolve problems requiring in-depth knowledge of organization policies and procedures.
• Relay information regarding organization policies and inform executives of deviations.
• Schedule appointments and manage complex calendars, exercising independent judgment regarding priorities/rescheduling.
• Initiate communication to ensure an efficient calendar of events.
• Provide support for meeting coordination, including all logistics (location, equipment, supplies, food & beverage, guest directions and accommodations).
• Attend meetings to improve business acumen.
• Take and transcribe minutes of meetings and follow up on action items/key decisions.
• Ensure confidentiality of all sensitive information, data, and communications.
• Collaborate with fellow Executive Specialists to foster greater collaboration and efficiencies.
• Provide back-up to other team members in their absence.
• Establish and maintain positive, effective working relationships with internal and external stakeholders.
• Function as an ambassador of the executive and Corewell Health, modeling and sharing core values.

Benefits

• Comprehensive benefits package to meet your financial, health, and work/life balance goals.
• On-demand pay program powered by Payactiv
• Discounts directory with deals on the things that matter to you, like restaurants, phone plans, spas, and more!
• Optional identity theft protection, home and auto insurance
• Traditional and Roth retirement options with service contribution and match savings

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree