Executive Assistant

About the Role

Provides confidential administrative support to the Executive(s) in the Integrity and Compliance department. Assists with additional administrative responsibilities to ensure the efficient operation of the offices. Represents the Executive(s) in developing relationships with business associates and vendors. Independently applies analytical and problem-solving skills to resolve business issues. Communicates and interacts with senior-level HealthPartners personnel. Handles highly confidential matters and works independently to anticipate and meet business needs.

Responsibilities

• Performs a variety of administrative assistant and project coordination tasks to support the Executive(s), including typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings.
• Sorts and distributes incoming mail.
• Creates, proofreads, and edits a variety of material including correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment.
• Manages multiple calendars, assists in efficient time utilization, and balances multiple priorities. Assesses urgency/priorities, accepts or declines appointments and meetings, and when appropriate arranges for others to attend for executives in his/her absence.
• Schedules and arranges meetings, handles space procurement issues, obtains necessary equipment, and makes food service arrangements within established budget.
• Prepares materials for presentations and meetings as requested. Transcribes meeting minutes and distributes as necessary.
• Schedules meetings in support of team or individual team members as necessary.
• Audits budget reports, notifies Finance of errors or problems, and works towards resolution. Prepares expense reports as requested. Processes check requests and reconciles monthly expenses to the budget.
• Acts as department front-line representative, providing information or assisting those making inquiries of the executive(s). Screens and greets visitors and directs them to the appropriate person in the area(s). Appropriately refers substantive questions/key business issues to others and follows up to ensure resolution.
• Preserves confidentiality of sensitive material routinely encountered.
• Communicates effectively with all levels of management, responding to communications around deadlines and realistic estimations of project completions with tact and assertiveness.
• Builds and maintains positive working relationships with co-workers and the public by using principles of quality customer service.
• Troubleshoots problems related to the operation of PCs, software, printers, phones, and other office equipment.
• Coordinates travel arrangements including airfare, hotel, transit, and all other logistics through appropriate resources and prepares itineraries as necessary.
• Responsible for a variety of administrative projects requiring independent judgment and action.
• Serves as a backup to other administrative support staff as needed.
• Performs 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 and externally as needed.

Preferred Qualifications

• 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.