Executive Assistant I

Company: UnityPoint Health
Location: West Des Moines
Posted on: February 13, 2020

Job Description:

UnityPoint Health's Executive Assistant will provide executive level administrative support to enhance effectiveness of the executive in meeting the business objectives of UnityPoint Health. Manages day-to-day operations of the executives office, assuming responsibility for meeting organization, prioritizing tasks, maintaining an efficient and practical calendar. Assists with analysis, daily functions and assignments while optimizing use of resources. Uses creative decision making and independent judgment in all aspects of this position. Administrative Support

• Reviews, analyzes, prioritizes and responds to incoming correspondence. Transcribes dictation, maintains files, and composes correspondence. Acts as a liaison to other associates, outside agencies, community leaders and medical staff.
• Receives and responds to telephone calls on behalf of the Vice President, obtaining detailed information for call that need attention of other personnel and refers appropriately if necessary. Ensures conflict resolution with difficult callers via telephone and in-person by demonstrating proactive thinking and attentive listening skills. Maintains pleasant and cooperative disposition at all times.
• Maintains practical calendar, prioritizing meetings compliant with needs and importance of meeting purpose, assuring all corresponding documents are pulled together. Allows for flexibility in the event issues require immediate attention and reschedules as needed. Creates and maintains standing meetings appropriately on calendar. Coordinates schedules with physicians, staff and outside customers taking into consideration meeting areas. Attends and assists Vice President at meetings/presentations as requested, recording minutes when necessary. Reminds Vice President of special circumstances surrounding upcoming meeting and/or location. Communicates changes and upcoming events via email, voicemail and written message.
• Composes correspondence, and responds to routine letters and requests for information with errorless final drafts. Maintains high quality/quantity of work. Transcribes dictation, PhoneMail, Administrator on Duty (AOD) calls, etc., maintaining confidentiality of privileged information.
• Develops and maintains current lists to include departmental and PhoneMail distribution, standing meetings, specific task force groups, committees, etc.
• Processes invoices, maintenance requests, check requests, printing requests, expense reports and other forms according to employer practice. Operations Management & Projects
  • Develops requested presentation materials.
  • Prepares and organizes information, materials for meetings. Appropriately schedules meeting locations on and off site, selects catering needs, and arranges for audiovisual aids. Prepares notification, agendas and other reports as requested. Coordinates conference calls as needed. Demonstrates critical thinking skills and deals with unavoidable meeting conflicts in the event of Vice Presidents absence.
  • Independently plans and manages daily activities, prioritizing assignments and anticipating needs of Vice President, utilizing time management techniques and optimization of available resources. Uses discretion and independent judgment in accomplishing assignments and complete projects within assigned time period. Demonstrates ability to consistently meet work demands remaining flexible and adapting to the needs of the Vice President. Exhibits willingness to assist in other functions and duties in special circumstances as assigned.
  • Supports Board Governance Committee including coordinating meetings and taking minutes, correspondence to committee, supporting CEO, VP serving as key staff, maintaining files and developing presentation materials.
  • Coordinates travel arrangements for Vice President as well as other personnel accompanying them, finalizing flight itineraries, hotel reservations, car rentals, conference registrations, and other special needs as requested. Prepares itinerary and distributes airline tickets to all parties. Completes travel expense report and maintains file for travel records.
  • Maintains expense and budget reports for all areas of Vice Presidents responsibility.
  • Maintains confidential, accurate data and paper files, policy books and records of employee attendance at educational offerings.
  • Responsible for maintaining personnel records of Vice Presidents direct reports in a confidential manner. Education:
    • High School Diploma or equivalent required
    • Associate's degree or higher preferredExperience:
      • 5 year's administrative experience
      • Prior experience supporting an executive preferredSkills:
        • Knowledge of Microsoft Excel, Word, PowerPoint and databases.
        • Excellent communication skills both verbal and written.
        • Excellent planning and organizational skills.
        • Must be able to manage priorities and deadlines.
        • Prior experience with Lawson enterprise system preferred.Requisition ID: 2020-70629 Street: 1776 West Lakes Pkwy Name: 9010 UnityPoint Health System Services Name: Finance & Network Dev FTE (Numeric Only; Ex. 0.01): 1.0 FLSA Status: Exempt Scheduled Hours/Shift: Monday - Friday 8am - 5pm External Company URL: http://www.unitypoint.org

Keywords: UnityPoint Health, West Des Moines , Executive Assistant I, Other , West Des Moines, Iowa