Executive Assistant to the CEO

The University of Iowa

Job Reference #: 20003822

University of Iowa Health Care is seeking an Executive Assistant to the CEO to provide executive level administrative support to the Chief Executive Officer and Administrative Chief of Staff within Hospital Administration. This position is responsible for the coordination of activities and information flowing from the CEO’s office. Specifically, the role will be responsible for managing multiple tasks and projects with competing priorities and deadlines, screening and prioritizing communication from external and internal sources, organizing and maintaining the administrative operations for the CEO, and serving as the liaison representing the CEO to individuals of the public and UI Hospitals and Clinics. This position must demonstrate excellent interpersonal skills and interact wi th a variety of internal and external stakeholders, exercise independent judgment, confidentiality and a high level of professionalism. Ability to work independently on projects and manage multiple priorities with competing deadlines will be critical. Communicates with medical staff, other departments, and outside agencies while maintaining the highest level of confidentiality. Advanced project management and organizational skills are critical to this position. The ideal candidate will possess excellent communication and organization skills, along with a strong ability to manage multiple responsibilities and detail-focused projects.

Position Responsibilities

  • Provide comprehensive administrative support for the Chief Executive Officer and the Chief of Staff
  • Provide sophisticated calendar management for CEO and Chief of Staff.
  • Uses judgment in assessing the urgency and relevance of problems and matters brought to the CEO; prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
  • Establish and maintain effective working relationships
  • Prepare agendas and associated materials, provide administrative support during meetings when needed.
  • Serve as primary point of contact for internal and external constituents on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style and organization policy.
  • Triage, prioritize and follow-up on questions and concerns routed to the CEO’s office.
  • Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Develop and maintain a system that alerts CEO of upcoming deadlines, incoming requests and events.
  • Understand deadlines and objectives and ensure project timelines are being met.
  • Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
  • Prepares reports and presentations by analyzing data and optimizing the usage of Excel, PowerPoint and Microsoft Word.
  • Manage and coordinate high level executive events and candidate visits, with ability to provide personalized approach and support to individual candidates.
  • Coordinate travel, develop itinerary and manage all logistics. Track, reconcile and process procurement card vouchers and expenditures.
  • Ability to maintain confidentiality of any and all information encountered.
  • Professional demeanor and ability to defuse sensitive situations in a calm manner.
  • Ability to communicate effectively and professionally, both verbally and in writing, to both internal and external customers.
  • Ability to establish and maintain effective working relationships with all constituents.
  • Ability to work in a fast-paced environment and ability to handle many tasks simultaneously.
  • Assist with special projects while managing daily activities.

Required qualifications

  • Bachelor’s degree or the equivalent combination of education and experience is required.
  • 3-5 years of executive level administrative support experience
  • Superior attention to detail, including excellent composition and editing skills
  • Demonstrated ability to work independently to complete multiple projects and meet deadlines simultaneously.
  • Demonstrated calendar management skills, including coordination of complex executive meetings
  • Proficiency in Microsoft Office software applications, including Word, Outlook, Power Point, and Excel, is required.
  • Superior organizational and prioritization skills; deadline driven
  • Excellent verbal and interpersonal communication skills
  • Experience scheduling and organizing meetings using Microsoft Outlook
  • Ability to work effectively with a team and all levels of management
  • Demonstrated commitment to diversity

Desired qualifications

  • 10 years of executive level administrative support experience
  • Master’s degree desired
  • Experience coordinating travel and reconciling associated expenses is desirable.
  • Knowledge of University of Iowa procurement and travel policies and procedures is desirable.
  • Knowledge of University of Iowa and University of Iowa Health Care policies, procedures and regulations

Application Process: In order to be considered, applicants must upload resume and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position. Job openings are posted for a minimum of 14 calendar days. Successful candidates will be subject to a criminal background check.

This position is not eligible for University sponsorship for employment authorization.

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.

Application Instructions:

Application URL: https://uiowa.referrals.selectminds.com/jobs/executive-assistant-to-the-ceo-9719

Application Process: In order to be considered, applicants must upload resume and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position. Job openings are posted for a minimum of 14 calendar days. Successful candidates will be subject to a criminal background check.

Job ID: 72181

Posted 11 days ago

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