Executive Assistant

Job Description

HealthPartners is hiring for an Executive Assistant. This position provides confidential administrative support to the Executive(s). Assists with additional administrative responsibilities to ensure the efficient operation of the offices. Represents the Executive(s) in developing relationships with business associates and vendors. Independently applies analytical and problem-solving skills to resolve business issues. Communicates and interacts with senior-level HealthPartners personnel. Handles highly confidential matters and works independently to anticipate and meet business needs.

Accountabilities

Performs a variety of administrative assistant and project coordination tasks to support the Executive(s). This includes typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings. Sorts and distributes incoming mail.

Creates, proofreads, and edits a variety of material including, but not limited to, correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment.

Manages multiple calendars, assists in efficient time utilization and balances multiple priorities. Assesses urgency/priorities, accepts or declines appointments and meetings and when appropriate arranges for others to attend for executives in his/her absence as appropriate.

Schedules and arranges meetings. Handles space procurement issues, obtains the necessary equipment, and makes food service arrangements within established budget. Prepares materials for presentations and meetings as requested. Transcribes meeting minutes and distributes as necessary.

Schedules meetings in support of team or individual team members as necessary.

Audits budget reports and notifies Finance of errors or problems and works towards resolution. Prepares expense reports as requested. Processes check requests and reconciles monthly expenses to the budget.

Acts as department front-line representative who provides information or assists those making inquiries of the executive(s)

Screens and greets visitors and directs them to appropriate person in area(s).

Appropriately refers substantive questions/key business issues to others and follows up to ensure resolution.

Preserves confidentiality of sensitive material which is routinely encountered.

Communicates effectively with all levels of management, responding to communications around deadlines and realistic estimations of project completions with tact and assertiveness.

Builds and maintains positive working relationships with co-workers and the public by using principles of quality customer service.

Trouble-shoots problems related to the operation of PC, software, printers, phone and other office equipment.

Coordinates travel arrangements including airfare, hotel, transit and all other logistics through appropriate resources and prepares itineraries as necessary.

Responsible for variety of administrative projects requiring independent judgment and action.

Serves as a backup to other administrative support staff as needed.

Performs other duties as assigned.

Required Qualifications

High School Diploma or GED

5 years of administrative assistant experience

Must report directly to a Vice President, Senior Vice President, Associate Medical Director or Medical Director

Excellent desktop tool usage including Microsoft Suite, Outlook and Sharepoint.

Excellent oral and written communication skills

Excellent spelling, grammar, editing, and organizational skills

Ability to manage multiple priorities while working under pressure and meeting tight deadlines

Ability to work with and maintain highly confidential information

Strong customer service orientation including the ability to recognize, understand and meet the needs of customers at all levels of the organization.

Excellent problem solving skills

Demonstrated time management and project management skills

Ability to work independently with minimal supervision

Ability to learn new software applications

Ability to interact, collaborate and communicate with individuals at all levels both internally to the HealthPartners organization and externally as needed

Preferred Qualifications

Two-year degree or certificate in Business, Administrative Support, or related field

Working knowledge of Healthcare Systems

Working knowledge of annual planning and budgeting with familiarity with accounting principles and practice

About Us

At HealthPartners we believe in the power of good – good deeds and good people working together. As part of our team, you’ll find an inclusive environment that encourages new ways of thinking, celebrates differences, and recognizes hard work.

We’re a nonprofit, integrated health care organization, providing health insurance in six states and high-quality care at more than 90 locations, including hospitals and clinics in Minnesota and Wisconsin. We bring together research and education through HealthPartners Institute, training medical professionals across the region and conducting innovative research that improve lives around the world.

At HealthPartners, everyone is welcome, included and valued. We’re working together to increase diversity and inclusion in our workplace, advance health equity in care and coverage, and partner with the community as advocates for change.

Join us and become a partner for good, helping to improve the health and well-being of our patients, members and the communities we serve.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identify, status as a veteran and basis of disability or any other federal, state or local protected class.