Area of Interest: Administrative and Clerical
FTE/Hours per pay period: 1.0
Department: Administration
Shift: Monday-Friday 8am-5pm
Job ID: 178059
Overview
UnityPoint Health is seeking an Executive Assistant II to provide support to multiple executives with the goal of enhancing effectiveness of meeting the business objectives of the organization. In this role, the Executive Assistant II will manage day-to-day operations of the executive's office, be responsible for organizing meetings, prioritizing tasks, and maintaining an efficient and practical calendar for the executive they are assisting. Additionally, this role assists with analysis, daily functions and assignments while optimizing resources.
If you have experience supporting executive leadership and are independent, organized, and resourceful, we would love for you to apply!
Location: Onsite - Des Moines, IA
Hours: Monday-Friday 8am-5pm
Why UnityPoint Health?
At UnityPoint Health, you matter. We're proud to be recognized as a Top 150 Place to Work in Healthcare by Becker's Healthcare several years in a row for our commitment to our team members.
Our competitive Total Rewards program offers benefits options that align with your needs and priorities, no matter what life stage you're in. ? Here are just a few: ???
Expect paid time off, parental leave, 401K matching and an employee recognition program .
Dental and health insurance, paid holidays, short and long-term disability and more. We even offer pet insurance for your four-legged family members.
Early access to earned wages with Daily Pay, tuition reimbursement to help further your career and adoption assistance to help you grow your family .
With a collective goal to champion a culture of belonging where everyone feels valued and respected, we honor the ways people are unique and embrace what brings us together. ?
And, we believe equipping you with support and development opportunities is a vital part of delivering an exceptional employment experience.
Find a fulfilling career and make a difference with UnityPoint Health.
Responsibilities
Administrative Support
Reviews, analyzes, prioritizes and responds to incoming correspondence. Transcribes dictation, maintains files, and composes correspondence. Acts as a liaison to other team members, outside agencies, community leaders and medical staff.
Receives and responds to telephone calls on behalf of the Vice President(s), 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(s) at meetings/presentations as requested, recording minutes when necessary. Reminds Vice President(s) 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 President's 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(s) 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.
Qualifications
High school diploma or equivalent
5 years of administrative experience - Prior experience supporting an executive is preferred.
Valid driver's license
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
