Executive Assistant

Mercy Medical Center - Sioux City - Des Moines, IA

Full-time - Entry Level

Des Moines, IA

Nursing and Residential Care Facilities

About the position

The Executive Assistant position at Mercy Medical Center is a full-time role that provides essential executive administrative support to one or more vice presidents or senior vice presidents. This role is pivotal in assisting with various functions on behalf of the executives and coordinating executive communications. The Executive Assistant will be responsible for managing the executives' schedules, handling correspondence, and ensuring that all administrative tasks are executed efficiently and effectively. The position requires a proactive approach to anticipate the needs of the executives and to prioritize communications and correspondence accordingly. In this role, the Executive Assistant will answer and screen telephone calls, providing information and addressing inquiries related to the assigned areas. The assistant will also process incoming and outgoing mail, take initiative in responding to requests, and create professional documents, presentations, and communications under the guidance of the executives. Additionally, the Executive Assistant will manage travel arrangements, maintain accurate files and records, and take minutes during administrative meetings, ensuring that all follow-up actions are completed. The position demands a high level of adaptability, as the Executive Assistant will need to perform under stress and manage a variety of duties that may change frequently. The work environment is dynamic, requiring the assistant to maintain a high standard of courtesy and cooperation while dealing with co-workers, patients, and visitors. The role is integral to the smooth operation of the executive office and requires a commitment to the mission and core values of Mercy Medical Center.

Responsibilities

• Answers and screens telephone calls and provides information on behalf of the executive(s); answers questions about assigned area(s).
• In absence of executive(s), effectively uses available resources to make minor administrative decisions. Prioritizes communications and correspondence for executive(s).
• Processes incoming and outgoing mail and materials; takes initiative to answer mail and/or requests, as appropriate.
• Anticipates executive's needs and is proactive in meeting those needs.
• Creates presentations, communications and other professional documents under the direction and guidance of the executive(s).
• Independently composes and prepares letters, reports, meeting materials and memoranda in a professional format.
• Takes and transcribes dictation of letters, memoranda, articles, standards, and other material.
• Manages and coordinates executive(s) schedules and meetings.
• Makes necessary arrangements for administrative meetings and attends and takes minutes at such meetings, distributing meeting minutes and related material to appropriate individuals; completes follow-up on actions taken at meetings.
• Makes all travel arrangements and plans for executive(s).
• Maintains accurate specific and general files and records, including legal and confidential files.
• Shows initiative and flexibility in carrying out day-to-day responsibilities to executive(s) and the organization.

Requirements

• High school diploma.
• Three to five years administrative secretary/administrative assistant experience.
• Proficiency in using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases is required.
• Good knowledge and demonstration of professional office practices.