Executive Specialist

Job Summary

Provides a wide range of complex services to support senior vice president level executives who are engaged in the strategic management of the organization. Proactively relieves the executives of workload through a multitude of avenues including (but not limited to): the strategic management of complex calendars to implement operating rhythms for the executives and ensure proper preparation, the anticipation of issues before they arise, understanding the needs of the executives and helping to address gaps and opportunities, as well as through the recommendation of creative solutions to problems.

Administrative tasks such as answering questions, furnishing information, composing correspondence, gathering data and information, developing and maintaining agendas for key meetings in an anticipatory manner, as well as owning and optimizing travel logistics for the executives are within the scope of responsibility. This masterful problem-solver and organizational force, who is flexible and adaptable to changing business needs, performs all duties necessary to ensure the executives meet their working obligations and deadlines in an as efficient and productive manner as possible.

• Improves the productivity of the executives by diligently working behind the scenes and partnering with others to limit distractions from entering the purview of the executives, thus allowing them to focus on the highest leverage opportunities. Further, utilizes the appropriate software applications to maximize efficiency and effectiveness of the executives’ workloads. Consistently and proactively suggests and introduces new ways of working to improve effectiveness.
• Relieves executives of work by answering questions and furnishing information, reviews incoming correspondence and routes the correspondence to the appropriate individual. Composes replies and additional communications as appropriate. Is articulate and a good communicator. Screens phone calls, and provides information required for the routine, ongoing conduct of business. Refers exceptional or complex situations to the executives for further action.
• Prepares complex confidential information such as documents, reports, charts, and graphs using a variety of software. Creates executive level communications and presentations. Performs independent research and prepares information for ad-hoc and/or on-going projects and special assignments. Independently maintains accountability for completion of assigned projects/assignments. (As this is a ‘trust-based position’ – scope and depth of assignments could be expanded/moderated.)
• Resolves problems requiring in-depth knowledge of organization policies and procedures and projects in process. Relays information regarding organization policies. Informs executives of any deviation on items requiring their attention.
• Schedules appointments and manages complex calendars to ensure the executives meet their commitments. Exercises independent judgment regarding priorities/rescheduling. Initiates communication to ensure an efficient calendar of events. Provides support to the executives for the coordination of meetings, including making arrangements for meetings (coordination of all logistics, i.e. location, equipment, supplies, food & beverage, guest participant directions and accommodations, etc.). Attends meetings to improve their business acumen.
  
  Takes and transcribes minutes of meetings and follows up on action items/key meeting decisions as appropriate.
• Ensures confidentiality of all sensitive information, data, and communications in order to protect privacy, maintain confidentiality and protect the organization.
• Works closely with fellow Executive Specialists throughout the organization to foster greater collaboration and efficiencies. May provide back-up to other team members in their absence.
• Establishes and maintains positive, effective working relationships with internal and external stakeholders and functions as an ambassador of the executive and Corewell Health
  ; models and shares our core values with health consumers, partners and employees.

• Associate’s degree or equivalent
• 3…