Executive administrative assistant job description

University of Minnesota Physicians (M Physicians) is a non-profit organization seeking driven individuals in both clinical and non-clinical areas to help transform health and medicine. Headquartered in Minneapolis, our organization employs more than 1,200 physicians, 300 advanced practice providers and 2,200 health professionals and staff throughout Minnesota and beyond.
Join us on a mission to advance medicine.

Why UMPhysicians?

Regardless of role, we at the University of Minnesota Physicians recognize that every member of our team is vital! The Executive Administrative Assistant provides administrative support to UMPhysicians' Executive Leadership and their division leaders by coordinating their schedules, appointments, communications, and resources for day to day operations and related projects. The position ensures the smooth performance of the office services functions in their location by providing outstanding service to partners and behind the scenes, and by taking on improvement projects and other initiatives that support executive effectiveness and company performance.

Overview

Key responsibilities include but are not limited to :

Maintains executive calendars, schedules meetings, communicates changes, and ensures accuracy. Supports area communications by contacting or e-mailing appropriate groups to coordinate day-to-day operations. Prepares documents and manages records, including correspondence, presentations, spreadsheets, databases, and reports. Provides file management support as needed. Completes expense reports and p-card reconciliations and provides assistance with travel arrangements. Assists with purchase of office items like supplies, small equipment, or furniture. Actively participates in facility or executive led projects and initiatives as assigned. Coordinates changes and improvement projects. Demonstrates ability to provide customer service in all aspects of job duties and recognizes importance of role as UMPhysicians representative in all interactions.


Minimum Qualifications:


Post-secondary education (vocational/technical training or Associate's Degree) or equivalent administrative knowledge, skills and experience. 3-5 years of administrative assistance experience supporting progressive executive/director level leaders. MS Office skills, experience with databases, and electronic calendar skills required. Excellent phone management and customer service skills. Outstanding organizational skills, ability to prioritize, attention to detail, written and verbal communication skills. Demonstrated ability to use independent judgment and decision making. Exhibits professionalism. Diplomatic and able to follow strict confidentiality guidelines. Outstanding interpersonal and influence skills. Ability to handle complexity and organize executives.



Location:
909 Fulton St SE, Minneapolis, MN 55455


Hours:
1.0 FTE


Benefits:
This is a fully benefit eligible position: Competitive wages, Health Care (including vision and dental), 401K, parking assistance, tuition assistance

M Physicians offers competitive salary and excellent benefits and provides you with the opportunity to enhance your career in the exciting field of health care through rewarding and challenging assignments and the opportunities for advancement.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

# of Openings: 1
Overview:

Represent the Executive by performing administrative duties to assist Executive in meeting their goals.

Responsibilities:

• Prepare correspondence, presentations and/or reports with a “good eye” for PowerPoint.
• Organize travel arrangements as needed.
• Prepare and complete expense reports. Schedule meetings, conferences, and/or teleconferences.
• Manage industry events calendar and coordinate among groups companywide.
• Assist team in development and management of RFPs (Request for Proposal).
• Manage invoice processing and tracking.
• Prioritize and distribute mail to the team.
• Maintain stock of office supplies and order as needed.
• Handle confidential matters with sensitivity and discretion.
• Be able to deliver results under pressure often involving last-minute changes.
• Maintain strong working relationships with clients, customers and company associates.

Qualifications:

Proficient in Microsoft Word, Excel, PowerPoint and Outlook.

Must have experience in development and management of RFPs (Request for Proposal).

Must be comfortable managing invoice processing and tracking.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Education/Experience:

High School Degree or GED required.

Up to 5 years experience in an administrate position.

Computer Skills:

Proficient in Microsoft Word, Excel, PowerPoint and Outlook.

Physical Demands:

Ability to lift and carry light objects.

Work environment:

Office environment.

Language Skills:

English is the primary language skill, however, bilingual skills may be required based on business necessity.

CROSSMARK is committed to providing accessible employment practices and welcomes applications from people with disabilities. If you require accommodation for a disability during any stage of the recruitment process, please let us know.

Executive Administrative Assistant - (1900003E) Company Overview: Regal is a global leading manufacturer of efficient electric and mechanical motion control and power generation products with annual sales close to $4 Billion. We are innovative, dynamic, and acquisitive organization with traditional values and high integrity. Intelligent, creative, and determined people have made us who we are today. We recognize that hiring and developing talent is a key element in our continued growth. We are looking for people with high energy, ambition and commitment to performance excellence. If you are looking for a business environment where people treat each other with mutual respect and dignity and each employee can make a difference and grow with organization, Regal is the company for you. Join us to help the world run more efficiently! Regal is an Equal Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex/gender, sexual orientation, gender identity, age, ancestry, national origin, marital status, citizenship status (unless required by the applicable law or government contract), disability or protected veteran status or any other status or characteristic protected by law. Regal is committed to a diverse and inclusive workforce. Description
Performs complex and highly skilled administrative duties to assist an executive or business leader.

Will perform administrative support functions such as coordinating travel, scheduling and planning meetings or conferences, preparing correspondence and drafting presentations for executive team, with primary support of CEO and CFO.

Prepares complex reports, maintains confidential records, administers programs such as Concur and completes special projects for the function or department assigned.

Proficient in Microsoft Office.

Exercises judgment and discretion in the administration of business/function programs and special projects.

Collaborates with other departments or managers to request or follow-up on information or reports required.

Requires extensive business and organizational experience and familiar with all aspects of the function or department assigned. . Qualifications

Requires a high school diploma or equivalent and 6 or more years related experience.

Demonstrated strong organizational, interpersonal and communication skills.

Strongly proficient in Microsoft Office, all applications including Excel, Word, Powerpoint, Outlook.

Demonstrated skill at successfully multi-tasking, handling confidential/sensitive information with discretion.

Ability to maintain highly professional demeanor with a strong sense of urgency in a dynamic and fast paced work environment.

Ability to work overtime as needed.

Primary Location: United States Work Locations: Franksville, Wisconsin 3725 Nicholson Rd. P. O. Box 0505 Franksville 53126 Job Posting: Feb 13, 2019, 10:18:57 PM