Executive Assistant II / Project Coordinator, Administration

Mercy Medical Center

This position supports Mercy's philosophy of patient centered care by supporting members of the senior executive team by providing administrative support and project coordination to help Executive achieve organizational and departmental objectives.
 
Job Duties
  • Performs other duties as assigned.
  • Takes minutes at meetings.
  • Submits registrations, dues, etc.
  • Orders supplies and processes invoices, requisitions and check requests.
  • Answers phones and directs calls to the appropriate area/individual.
  • Facilitates the smooth flow of accurate communication intradepartmentally, interdepartmentally and externally.
  • Manages all matters and information with a high level of confidentiality, discretion and professionalism.
  • Works collaboratively with the Executive Assistant team to ensure coordination of activities for the organization, Executives and the Board of Directors and to create maximum efficiency and effectiveness.
  • Conserves and maximizes Executives’ time by proactively researching, collecting and analyzing information.
  • Schedules meetings and appointments. Distributes meeting notices, agendas, and minutes, as appropriate; and arranges appropriate accommodations for meetings.
  • Manages Executives’ schedules, including monitoring upcoming initiatives on the Executives’ calendar on a proactive, routine basis to ensure deadlines are met and resolve any scheduling issues.
  • Interacts with all organizational levels within and external to the organization on behalf of the Executives.
  • Sends out system-wide communication as appropriate.
  • Develops and maintains strategic and operational business information, reports and documents.
  • Handles a high volume of assignments with varying complexity and balances competing priorities for the Executives. 
  • Provides full-scope executive-level administrative support and project coordination for Executives to help them achieve key strategic objectives. Completes special projects and assignments as directed.
Department Specific Duties
  • NA
Knowledge, Skills and Abilities
  • Proficient in Microsoft Office products.
  • 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.
  • 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 administrative support experience reporting to an executive level person required.
Education
  • High school diploma or equivalent required with post high school secretarial 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 · Administration
Schedule: Full Time, Day, M-F

Job ID: 83593

Posted 18 days ago

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