Executive Assistant

2 months ago

Ann Arbor, United States Michigan Medicine Full time

Executive Assistant to the Chief Transformation Officer


Job Summary

The Transformation office at Michigan Medicine is seeking a qualified Executive Assistant to support the Chief Transformation Officer (CTO). The position serves as a member of the Transformation office, coordinates with the Center for Healthcare Engineering & Patient Safety (CHEPS) department, College of Engineering, University of Michigan Medical School and the University of Michigan Health System. This role will provide overall support to the administrative and operational needs of the office of Transformation at the intersection of engineering and healthcare to improve healthcare delivery.

The ideal candidate for this position thrives within areas of ambiguity, is a fast learner and collaborative team member, pays meticulous attention to detail, excels at working on multiple projects, and adapts quickly to changing priorities. The candidate consistently meets or exceeds deadlines, remains dedicated to following tasks through to completion, and has demonstrated an aptitude for organization with a high level of accuracy, efficiency, and customer service.


What You'll Do

  • Offer top-tier administrative assistance to the CTO by managing complex calendars and confidential email accounts with independent judgment and foresight to ensure seamless operations. Respond to inquiries on behalf of the CTO using best practices and utmost discretion, while consistently delivering exceptional customer service.
  • Provide logistical support and coordinate projects within the Transformation Office and under the CTO's responsibilities. Organize small projects and conduct research to gather information for more complex initiatives.
  • Collaborate with Transformation Office staff to manage project plans, stakeholder engagement, initiatives, project coordination, website management, and project file maintenance. Additionally, assist with hiring and recruiting activities, including coordinating interviews, on-boarding, and off-boarding processes.
  • Partner with business administrators on various HR functions.
  • Ability to build and foster relationships across MM and across UM.
  • Other duties as assigned.


Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.


Who We Are

The aim of Michigan Medicine is to advance health to serve Michigan and the world. With annual revenues of approximately $5.0 billion, Michigan Medicine ranks as one of the top academic health centers in the country, and is committed to providing exceptional patient care, facilitating groundbreaking research, and developing the next generation of physicians and scientists. Michigan Medicine consists of the University of Michigan Hospitals, the University of Michigan Medical School and its Medical Group, Michigan Health Corporation, and affiliated health systems. The Chief Transformation office works to connect engineering and medicine to improve processes both in Michigan Medicine and in healthcare systems across the nation.


Required Qualifications*

  • Bachelor's degree or equivalent combination of education and experience.
  • 5+ years of experience with relative administrative experience supporting top-level leaders or executives.
  • Advanced proficiency in project management and organizational best practices, and in taking accurate minutes during executive meetings.
  • Strong critical thinking, analytical, and problem-solving skills
  • Proficient with Microsoft Office software, Google Office infrastructure tools, and email platforms to create, edit, and distribute communications efficiently (e.g., MCommunity mailing groups).
  • Able to help develop and then follow an SOP for tasks such as calendar management, travel, correspondences, email management, CV maintenance, etc.
  • Strong writing, communication, organization, and task tracking skills
  • Commitment to diversity, equity, and inclusion.


Desired Qualifications*

  • An ability to plan, foresee possible challenges/plan changes, and provide clear context and information for each project.
  • Detail-oriented with excellent organizational skills and the ability to manage multiple tasks and competing priorities at once.
  • Demonstrated creativity in proposing new processes and ways of using technology to improve productivity and effectiveness.
  • Warmth, energy, enthusiasm, and the ability to thrive in an ever-changing environment.


Work Schedule

The successful candidate will work a hybrid schedule (4 days in office/1 day remote)


Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.


Additional Information


WHAT BENEFITS CAN YOU LOOK FORWARD TO?

  • Excellent medical, dental and vision coverage effective on your very first day
  • Flexible spending accounts
  • Prescription Drug Plan
  • Mental and emotional health programs
  • Child Care Resources
  • Life Insurance
  • Legal Services Plan
  • 2:1 Match on 401K
  • Nationally Recognized for work/life effectiveness by WorldatWork


Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.


Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.


U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

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