Executive Assistant, Minneapolis, Minnesota

About Children's Minnesota

Children's Minnesota is one of the largest pediatric health systems in the United States and the only health system in Minnesota to provide care exclusively to children, from before birth through young adulthood. An independent and not-for-profit system since 1924, Children's Minnesota is one system serving kids throughout the Upper Midwest at two free-standing hospitals, nine primary care clinics, multiple specialty clinics and seven rehabilitation sites. As The Kids Experts™ in our region, Children's Minnesota is regularly ranked by U.S. News & World Report as a top children's hospital. Find us on Facebook @childrensminnesota or on Twitter and Instagram @childrensmn. Please visit childrensMN.org .

Children's Minnesota is proud to be recognized by Modern Healthcare as one of 2023's Top Diversity Leaders. The national honor recognizes the top diverse healthcare executives and organizations influencing public policy, care delivery, and promoting diversity, equity and inclusion in their organizations and the industry.

Department Overview
The Administration Department is responsible for these key activities: representation of administration on the St. Paul and Minneapolis Campuses, policy and procedure clearinghouse, business development, child advocacy and child policy, and community health and preventive medicine.

Position Summary

Reporting directly to the Manager, Executive Offices, the Executive Assistant (EA) provides a broad range of high-level executive administrative support duties to a member, or members of the C-suite's executive leadership team and/or the senior leadership team. As a critical strategic partner, the EA will proactively manage the executives time and calendar by understanding and anticipating their needs and priorities while managing the day-to-day flow, provide email support, meeting management, transcribe and dictate meeting minutes, prepare and compose routine and non-routine correspondence (letters, memos, data, and other documents) using proper grammar and punctuation, communication management and information flow, and prioritizing various projects. The EA will work independently in a fast-paced environment, with changing priorities, as described but not limited to the major job functions listed below.

In this role, the EA will be performing diversified, complex duties with the expectation of performing the following in a highly confidential manner:

*Provides sophisticated calendar management and maintains the executive's schedule, including day-to-day management and long-term management of meetings, projects, and priorities.

*Act as an outstanding first point of contact for their executive/s. The EA also acts as the gateway to access all members of the Executive Office.

*Project a professional and supportive image to all parties in all communications, screening of telephone calls, and greeting and directing guests, exercising discretion.

*Establish and maintain collaborative working relationships with internal and external stakeholders in an effort to support the work and initiatives of the executive.

*Represent Children's Minnesota, management, and team in a positive light through great follow- through skills and sound judgment.

*Facilitates communications with and provides excellent customer service to executives, members of the Board of Directors, patients, families, staff, and visitors, both in-person and by phone. Routinely handles confidential and proprietary information while addressing administrative details on behalf of the executive.

*Investigate, research and gather information while gaining knowledge to incorporate into daily activities.

*Ensure proper documentation and timely submission of all expenses for payment including invoices, Wells Fargo corporate purchasing card statements, and reimbursement requests, and maintain organized, and accurate records.

*Maintain an organized electronic and physical file system (including databases and archive records.

*Assist with other departments requests at the direction of the Manager, Executive Offices.

*Answer incoming calls to the Executive Office, and assume other duties when needed.

*Provide back-up executive support coverage to team members as assigned.

*Assist in maintaining the Executive Office space, executive's offices, filing/storage space, and conference rooms.

• The EA will primarily support the SVP, Government & Community Relations/Chief Equity and Inclusion Officer.
• Location: Minneapolis / Hybrid - after initial first two weeks onboarding on site, will work a hybrid model with at least 2-3 days on site to support a rotating office coverage schedule, and possibly more when needed.
• Schedule: 8:00 - 4:30 p.m. with some flexibility required to support early or late meetings/business need.

Education:
*High School diploma, or equivalent required. Associates or Bachelor's degree preferred.

Experience:
*5+ years of recent relevant experience required in working in an Executive Assistant role supporting C-Level executives (SVP and above) experience supporting a Board of Directors, and communications experience demonstrated by drafting and writing correspondence on behalf of executive, or 5 years recent, and progressively responsible administrative assistant experience; including a minimum of 1-3 years supporting C-suite or senior-level executives.

Knowledge/Skills/Abilities:

Exceptional attention to detail, time management and organizational skills, with a high degree of accuracy.

*Experience in healthcare/hospital setting, preferred.

*Has business acumen and can decipher priorities, and make sound judgement calls when needed.

*Commitment to excellence, and can perform duties at the highest level possible on a consistent basis in a calm demeanor, especially when under a tight deadline and resolving issues.

*Strong problem analysis and decision-making skills; critical thinking, and ability to act proactively and approach challenges in a systematic and rigorous manner.

*Must be self-directed and able to work independently, and collaboratively with team player experience and a team-oriented approach to support timely and positive outcomes, accountability, and follow-through.

*Ability to work with a variety of personalities, and values diversity, equity and inclusion.

*Requires intermediate to advanced knowledge of MS Office Suite applications (specifically Word, Excel, Outlook and PowerPoint) to produce high-quality work that is consistently thorough, professional and accurate.

*Requires excellent communication skills (oral, written, and interpersonal), in a confident, professional manner.

*Demonstrates a welcoming, willing, and helpful persona, and ability to foster relationships with stakeholders.

*Experience working in an environment managing multiple projects and stakeholders simultaneously with demonstrated ability to meet deadlines, with many interruptions, while remaining efficient, prompt and respectful, along with the ability to set and adjust priorities effectively.

*Ability to analyze and revise standard operating procedures to improve efficiency.

*Ability to discern between urgent, and non-urgent matters, and act on them appropriately.

*Ability to function well, be flexible and adaptable, and able to work under tight deadlines or changing needs in a high energy, fast paced environment.

*Ability to work between Children's Minnesota sites as required for meeting or project support.

*Flexible hours as dictated by the needs of business occasionally required for meetings and projects.

Physical Demands

Please click here to view the Physical Demands

The posted pay range represents rates for a grouping of multiple jobs within a salary grade. We carefully consider a wide range of factors including but not limited to market indicators for the specific role, the skills, education, training, credentials and experience of the candidate, and organizational needs. Base pay is just one piece of the total rewards program offered by Children's Minnesota.

All job offers are contingent upon successful completion of an occupational health assessment, drug screen, background investigation, and compliance with the U.S. Government Form I-9, Employment Eligibility Verification. Children's Minnesota requires proof of COVID-19 vaccine, and as recommended by the Centers for Disease Control and Prevention (CDC), immunity to vaccine preventable infectious diseases, prior to employment.

Children's Minnesota is proud to be an equal opportunity employer whose staff is representative of its community and considers qualified applicants for open positions without regard to race, color, creed, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.