Executive Assistant

Executive Assistant

Job Location s: US-MN-St. Paul

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Category:
Administrative/Clerical

Work Location Type:
Physical

Type:
Regular Full-Time

Schedule: Monday - Friday business hours. In office position.

Hourly Rate: $27.00 - $33.00/hr.

Paid time off, sick time, 403(b), retirement plan (including medical, vision, dental, paid time off, and sick days). 403(b)-retirement plan with a generous employer contribution.

• Set up meetings for Vice President, direct reports, leadership team, and cross-functional teams including producing agenda and ordering refreshments; assist with travel arrangements; support strategic alliances and strategy. Effectively manage the calendar of the Vice President to maximize efficiencies.
• Contract management: CRM, electronic files, paper files, provide support for RFP - formatting (Word, Excel, and PowerPoint) and printing.
• Create and modify documents (letters, reports, spreadsheets, presentations, meeting materials, mail merge) by inputting, editing, retrieving, copying text/data, and graphics as requested/needed.
• Coordinate leadership training with external vendors or consultants, as needed, by scheduling all meetings, providing directional communication to leaders, providing meals and ideas for travel/hotel.
• Maintain calendars by planning, coordinating, and scheduling meetings, conferences, teleconferences, and travel.
• Provide historical reference by developing and utilizing file retrieval systems, recording meeting discussions and actions.
• Assist with event planning and meeting logistics. May require support at offsite locations.
• Answer phone calls, provide information to callers or connect callers to appropriate people.
• Develop, implement, and improve office policies and procedures.
• HR support:
  Assist with Job Description s on JD templates. Create NEO policy and benefit folders, setup, and NEO presenters' schedule. Prepare org charts and other HR responsibilities.
• Client services:
  Support customer written communications, prepare PowerPoint presentations for customers, support team meetings (IDT, HS, CS), assist in developing PowerPoint presentations and documents for customer review.
• Physician Services:
  Create and publish all donor related letters that Physician Services distributes. Assist physicians with publication editing, formatting, graphics, and references.
• Marketing and Communications:
  Assist with RFP responses, holiday cards, and Town Hall presentations.
• May provide periodic administrative support to Medical, Finance, and Laboratory Directors on an ad hoc basis.
• May assist other administrative staff with project or overflow work, including but not limited to word processing, data entry, presentations, filing, mail delivery and report material preparation.

Education: High school diploma or GED. Post high school credits or Bachelor's degree preferred.

Experience: Three years related experience demonstrating expertise as administrative assistant at executive level.

Skills: Demonstrated proficiency of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel). Excellent written and oral communication skills. Strong organizational and time-management skills. Demonstrated ability to work independently and as a team. Knowledge of general office equipment, i.e. printers, fax machine and telephone system. Ability and willingness to work cooperatively with others. High degree of discretion dealing with confidential information.