Executive Assistant II, Finance

Mercy Medical Center

This position supports Mercy's philosophy of patient centered care by supporting members of the senior executive team through performing project coordination and administrative duties requiring good knowledge of hospital programs, policies and procedures.
 
Job Duties/Essential Functions
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    • Provides full-scope executive-level administrative support for Executives and their departments to help them achieve key strategic objectivesManages all matters and information with a high level of confidentiality, discretion and professionalism.
    • Maintains Executive and Administrator On Call calendars. Manages Executives’ schedules, including monitoring upcoming initiatives on the Executives’ calendars on a proactive, routine basis to ensure deadlines are met and resolve any scheduling issues.
    • Makes travel arrangements. 
    • Schedules meetings and appointments. Distributes meeting notices, agendas, and minutes, as appropriate; and arranges appropriate accommodations for meetings.
    • Distributes monthly financials.
    • Sends out system-wide communication as appropriate.
    • Reviews payroll for Executive direct reports.
    • Creates and maintains department disaster calling tree.
    • Provides assistance to the Assistant to the President as needed and serves as the back-up as needed. Provides backup to Board Executive assistant.
    • Greets and directs customers, patients, physicians, community leaders, Board members, general public, staff and visitors. 
    • Drafts business correspondence as needed for Executives.
    • Facilitates the smooth flow of accurate communication intradepartmentally, interdepartmentally and externally.
    • Answers phones and directs calls to the appropriate area/individual.
    • Orders supplies.
    • Submits registrations, dues, etc.
    • Codes and routes bills, invoices and checks as appropriate.
    • Types reports, minutes, various documents from copy or rough draft.
    • Maintains filing system for organizational documents.
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Knowledge, Skills and Abilities
  • Proficient in computer skills including Microsoft Word, Excel, PowerPoint, Outlook, and Internet research skills.
  • Operates normal office equipment, e.g. fax machine, multi-line telephone system and dictating equipment.
  • Excellent written and verbal communication skills that include grammar, spelling, punctuation and proofreading.
  • Excellent public relations, human relations and conflict resolution skills - exemplifies The Mercy Touch.
  • Excellent organizational and time management skills.
  • Critical thinking and attention to detail. Exhibits good judgment.
  • Identifies quality improvement opportunities.
  • Takes initiative – identifies what needs to be done and does it.
  • Handles confidential information with discretion and diplomacy.
  • Demonstrates project coordination.
  • Commitment to life-long learning, e.g., willingness to learn/upgrade skills related to duties.
  • Ability to communicate effectively and professionally with hospital staff, physicians, Board members, community leaders and the general public.
  • Flexibility and dependability, works well with a wide variety of individuals and leadership styles.
  • Ability to work with minimal to no supervision.
Professional Experience
  • Minimum three years of administrative support experience reporting to an executive required.
Education
  • High School Diploma or equivalent required with post high school administrative support training preferred.
Licensure, Certification, Registration
  • None
Physical Demand Requirements
  • Light: Exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently

Location: Mercy Medical Center - Cedar Rapids · Finance
Schedule: Full Time, Day, M-F Days

Job ID: 83583

Posted 24 days ago

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