Executive Assistant

Employment Type

Full time

Day Shift

At Mercy One, health care is more than just a doctor’s visit or a place to go when you’re in need of medical attention. Our Mission is based on improving the health of our communities – that means not only when you are sick but keeping you well. Mercy One Dubuque is the leading hospital in the tri‑states, offering the only comprehensive cardiology center and Level II regional neonatal intensive care unit in the area as well as the newly constructed Mercy One Dubuque Cancer Center.

Other services include a trauma center, a CARF‑accredited inpatient rehabilitation unit, orthopedics, retail pharmacies, palliative care and a wide range of outpatient and community services. Mercy One operates two hospital‑based skilled nursing units and a 40‑bed nursing home. In recognition of the strength of its nursing service and the overall quality of patient care, Mercy One Dubuque has been designated a Magnet hospital four consecutive times – the nation’s most prestigious award for nursing excellence.

Join the Mercy One Family! We are looking to hire an Executive Assistant. As a Executive Assistant at Mercy One, you will perform varied secretarial support, office management, project management, specific administrative and secretarial duties for the CEO, Vice President for Professional and Support Services, Vice President for Finance and Chief Financial Officer, and Vice President for Planning and Business Development.

You will develop and apply standard office policies and procedures, regularly perform complex and sensitive administrative tasks using discretion and judgment, work under minimum supervision, and act with a high degree of independence in solving procedural and administrative problems. You will serve as recording secretary to the Board of Trustees, including responsibility for preparation of the Board agenda and supporting documents.

• Assumes responsibility for effective and efficient office operations for Administration, making necessary decisions and taking appropriate action to maintain the smooth operation of the office.
• Completes a wide variety of assignments, including highly confidential and sensitive correspondence for the CEO and, when requested, for the Executive Team. Drafts correspondence for the CEO’s signature and signs routine correspondence in own or the CEO’s name.
• Assists the CEO in day‑to‑day administrative activities; assists in establishing priorities and maintains records of decisions made and/or actions taken.
• Maintains regular communication with other hospital departments or units to ensure efficient processing of work, obtains and relays information and resolves problems; responds to a variety of inquiries which require considerable knowledge of hospital policy, procedure and operations. Assists in orientation (resource contact) to administrative office area, policies and procedures.
• Provides staff support to the Management Team, including assembly and distribution of meeting materials, keeping and distributing meeting minutes, and conducting appropriate follow‑up after and between meetings.

• Assists in the development of agendas, obtaining resolutions, recommendations, and necessary supporting documentation for reserved power items; and organizing all material into effective format for presentation to members. Prepares and mails packets to board members prior to the board meeting.
• Serves as recording secretary to the Board of Trustees. Is responsible for recording and transcribing the official record of the meetings, obtaining required signatures, following through on decisions and discussion to ensure that recommendations are implemented by the appropriate person.
• Prepares Corporate Documents of the Corporation and the subsidiaries, sealing and distributing as required for official records, establishing and maintaining files to preserve for legal and historical record.
• Serves as meeting coordinator; arranging lodging, setting menus, arranging special facilities/equipment services, setting social events, and reviewing expenses and approving expenses incurred.