Executive Assistant-System Senior Executives

• Area of Interest: Administrative and Clerical
• FTE/Hours per pay period: 1.0
• Department: Human Resources
• Shift: Days
• Job ID: 170951
  
  

Overview

Shift: M-F, Day shift

Location: Des Moines, IA

Provide executive level administrative support to Chief Administrative Officer and other Human Resource Vice Presidents. Manages day-to-day operations of the executive’s office, assuming responsibility for meeting organization, prioritizing tasks, maintaining an efficient and practical calendar. Assists with analysis, daily functions and assignments while optimizing use of resources. Uses creative decision making and independent judgment in all aspects of this position.

Why UnityPoint Health?

At UnityPoint Health, you matter. We’re proud to be recognized as a Top 150 Place to Work in Healthcare by Becker's Healthcare several years in a row for our commitment to our team members.

Our competitive Total Rewards program offers benefits options that align with your needs and priorities, no matter what life stage you’re in.  Here are just a few:    

• Expect paid time off, parental leave, 401K matching and an employee recognition program.
• Dental and health insurance, paid holidays, short and long-term disability and more. We even offer pet insurance for your four-legged family members.
• Early access to earned wages with Daily Pay, tuition reimbursement to help further your career and adoption assistance to help you grow your family.
  
  

With a collective goal to champion a culture of belonging where everyone feels valued and respected, we honor the ways people are unique and embrace what brings us together.  

And, we believe equipping you with support and development opportunities is a vital part of delivering an exceptional employment experience.

Find a fulfilling career and make a difference with UnityPoint Health.

Responsibilities

Administrative Support

• Anticipate the needs of assigned executives by preparing and gathering records, reports, correspondence or other specific information and monitoring of work status.
• Reviews, analyzes, prioritizes and responds to incoming correspondence. Transcribes dictation, maintains files, and composes correspondence. Acts as a liaison to other team members, outside agencies, community leaders and medical staff
• Receives and responds to telephone calls on behalf of the assigned executive(s), obtaining detailed information for call that need attention of other personnel and refers appropriately if
  
  

necessary. Ensures conflict resolution with difficult callers via telephone and in-person by demonstrating proactive thinking and attentive listening skills.

• Maintains practical calendar, prioritizing meetings compliant with needs and importance of meeting purpose, assuring all corresponding documents are pulled together. Allows for flexibility in the event issues require immediate attention and reschedules as needed. Creates and maintains standing meetings appropriately on calendar. Coordinates schedules with physicians, staff and outside customers taking into consideration meeting areas. Attends and assists assigned executive(s) in meetings/presentations as requested, recording minutes when necessary.
  
  

Reminds executive(s) of special circumstances surrounding upcoming meeting and/or location. Communicates changes and upcoming events via email, voicemail and written message.

• Processes invoices, maintenance requests, check requests, printing requests, expense reports and other forms according to employer practice.
  
  

Operations Management & Projects

• Develops requested presentation materials.
• Prepares and organizes information, materials for meetings. Appropriately schedules meeting locations on and off site, selects catering needs, and arranges for audiovisual aids. Prepares
  
  

notification, agendas and other reports as requested. Coordinates conference calls as needed. Demonstrates critical thinking skills and deals with unavoidable meeting conflicts in the event of assigned executive’s absence.

• Responsible for creating, monitoring, and advising on reports, tables, charts and graphs from data based on research or gather information involving a high level of knowledge of policies,
  
  

procedures, and software applications

• Independently plans and manages daily activities, prioritizing assignments and anticipating needs of assigned executive, utilizing time management techniques and optimization of available
  
  

resources. Uses discretion and independent judgment in accomplishing assignments and complete projects within assigned time period. Demonstrates ability to consistently meet work

demands remaining flexible and adapting to the needs of the Vice President. Exhibits willingness to assist in other functions and duties in special circumstances as assigned

• Maintains confidential, accurate data and paper files, policy books and records of employee attendance at educational offering
• Maintains expense and budget reports for all areas of assigned executive responsibility
  
  

Qualifications

Education:

• High School Diploma or equivalent. Associates preffered.
  
  

Experience:

• 5 years administrative experience supporting an executive
  
  

Licenses:

• Valid driver’s license when driving any vehicle for work-related reasons.
  
  

Knowledge/Skills/Abilities:

• Knowledge of Microsoft Excel, Word, PowerPoint and databases
• Excellent communication skills both verbal and written.
• Excellent planning and organizational skills.
• Must be able to manage priorities and deadlines.
• Ability to exercise independent judgement and decision making