Executive Assistant

Healthpartners - Bloomington, MN

Full-time

Bloomington, MN

Professional, Scientific, and Technical Services

About the position

HealthPartners is hiring for an Executive Assistant. This position provides confidential administrative support to the Executive(s) and assists with additional administrative responsibilities to ensure the efficient operation of the offices. The Executive Assistant represents the Executive(s) in developing relationships with business associates and vendors. This role requires independent application of analytical and problem-solving skills to resolve business issues and involves communication and interaction with senior-level HealthPartners personnel. The Executive Assistant will handle highly confidential matters and work independently to anticipate and meet business needs. The responsibilities of the Executive Assistant include performing a variety of administrative assistant and project coordination tasks to support the Executive(s). This encompasses typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings. The Executive Assistant will sort and distribute incoming mail, create, proofread, and edit various materials including correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment. Additionally, the Executive Assistant will manage multiple calendars, assist in efficient time utilization, and balance multiple priorities. This includes assessing urgency and priorities, accepting or declining appointments and meetings, and arranging for others to attend in the executives' absence when appropriate. The role also involves scheduling and arranging meetings, handling space procurement issues, obtaining necessary equipment, and making food service arrangements within established budgets. The Executive Assistant will prepare materials for presentations and meetings as requested, transcribe meeting minutes, and distribute them as necessary. Furthermore, the Executive Assistant will audit budget reports, notify Finance of errors or problems, and work towards resolution, as well as prepare expense reports and process check requests. As the department's front-line representative, the Executive Assistant will provide information or assist those making inquiries of the executive(s), screen and greet visitors, and direct them to the appropriate person. The role requires preserving confidentiality of sensitive material, effective communication with all levels of management, and building positive working relationships with co-workers and the public. The Executive Assistant will troubleshoot problems related to the operation of PCs, software, printers, phones, and other office equipment, coordinate travel arrangements, and prepare itineraries as necessary. This position is also responsible for a variety of administrative projects requiring independent judgment and action, serving as a backup to other administrative support staff as needed, and performing other duties as assigned.

Responsibilities

• Perform a variety of administrative assistant and project coordination tasks to support the Executive(s).
• Type, copy, send faxes, maintain accurate files and records, answer telephone calls, take messages, maintain appointment calendars, and arrange meetings.
• Sort and distribute incoming mail.
• Create, proofread, and edit a variety of materials including correspondence, spreadsheets, presentation material, reports, and other confidential materials.
• Manage multiple calendars, assist in efficient time utilization, and balance multiple priorities.
• Assess urgency/priorities, accept or decline appointments and meetings, and arrange for others to attend in the executives' absence as appropriate.
• Schedule and arrange meetings, handle space procurement issues, obtain necessary equipment, and make food service arrangements within established budget.
• Prepare materials for presentations and meetings as requested, transcribe meeting minutes, and distribute as necessary.
• Audit budget reports, notify Finance of errors or problems, and work towards resolution.
• Prepare expense reports, process check requests, and reconcile monthly expenses to the budget.
• Act as department front-line representative who provides information or assists those making inquiries of the executive(s).
• Screen and greet visitors and direct them to appropriate person in area(s).
• Communicate effectively with all levels of management, responding to communications around deadlines and project completions.
• Build and maintain positive working relationships with co-workers and the public by using principles of quality customer service.
• Troubleshoot problems related to the operation of PC, software, printers, phone, and other office equipment.
• Coordinate travel arrangements including airfare, hotel, transit, and all other logistics, and prepare itineraries as necessary.
• Serve as a backup to other administrative support staff as needed.
• Perform other duties as assigned.

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