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Executive Assistant Senior

4 months ago

Saint Paul, Minnesota, United States Allina Health Full time

Number of Job Openings Available:

1

Date Posted:

May 23, 2024

Department:

Administration

Shift:

Day (United States of America)

Shift Length:

8 hour shift

Hours Per Week:

40

Union Contract:

Non-Union

Weekend Rotation:

None

Job Summary:

Provide experienced administrative support at the Senior and Executive Vice President level. Duties are broad and varied, complex and confidential. Provide executive level clerical support and calendar management. Plan and coordinate meetings and conferences.

Key Position Details:

  • This position will support new system VP role and at least four Directors
  • This position will work onsite at United Hospital
  • FT position, M - F

Job Description:

Principle Responsibilities

  • Provide administrative support at the executive level.
    • Relieve executive of administrative detail.
    • Manage executive(s) schedule / calendar.
    • Schedule, coordinate, and assist with meeting planning, including Board meetings, committee meetings, conferences, retreats, and presentations.
    • Communicate in person or via email with Board and / or committee members on behalf of the executive.
    • Assure an efficiently operated, customer-focused administration department.
    • May attend meetings and take minutes.
    • May complete and process site license and survey applications.
    • May maintain administrative or site policies and policy database.
  • Provide clerical support at the executive level.
    • Arrange and coordinate travel arrangements.
    • Compose correspondence.
    • Prepare reports.
    • Conduct special projects utilizing a variety of software programs or packages.
    • Manage and prioritize executive and department mail.
    • Monitor and manage department supplies and equipment.
    • May manage invoices and expense reports.
    • May provide support for contracts work including record management.
  • May be responsible for assigned projects including work direction to others and coordination of project timelines.
  • May work with patients / families that call or arrive to see the executive.
    • Act as intermediary or liaison for executive.
    • May assist to assure that questions / concerns are seen through to resolution.
    • May route questions / concerns to others.
    • Other duties as assigned.

Job Requirements

  • Must be 18 years of age with education and/or experience needed to meet required functional competencies as listed on the job description, and High school diploma or GED preferred
  • Associate's or Vocational degree preferred
  • 5 to 7 Years experience in administrative or executive support, and computer proficiency required

Physical Demands
Sedentary:
Lifting weight Up to 10 lbs. occasionally, negligible weight frequently

Allina Health is committed to providing Equal Employment Opportunities to all employees and applicants. EO M/F/Disability/Vet Employer.