Executive Assistant Jobs in Milwaukee, NC

About The Position

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).
• Types, copies, sends faxes, maintains accurate files and records, answers telephone calls, takes messages, maintains appointment calendars, and arranges 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.
• Serves as a backup to other administrative support staff as needed.
• Performs other duties as assigned.