Executive Assistant

General Summary

Under limited supervision of a Senior Executive (Leadership Salary Grade M10 or higher) or a Henry Ford Medical Group Chair, provides comprehensive executive-level administrative and personal support. Responsibilities include preparing and finalizing correspondence, managing calendars and meeting schedules, coordinating visitors, maintaining confidential files and records, and supporting special projects and initiatives.

This role requires a thorough understanding of the executive's areas of responsibility to effectively gather and analyze information, prepare reports, manage communications, coordinate projects, and respond to inquiries on behalf of leadership. The position routinely handles highly confidential and sensitive information and requires exceptional professionalism, discretion, organizational skills, and attention to detail.

Education & Experience Requirements

• High School Diploma or G.E.D. required.
• Associate Degree in Business Administration, Secretarial Studies, or a related field from an accredited business school or college preferred.
• Five to seven (5-7) years of progressively responsible administrative support experience required, including:
• Managing high-level administrative details.
• Coordinating meetings and conferences independently.
• Handling confidential and sensitive information.
• Responding to complex correspondence and inquiries.
• Interacting with executive-level internal and external stakeholders.

Knowledge, Skills & Abilities

• Strong written communication skills with the ability to:

• Compose, proofread, edit, and prepare confidential reports, correspondence, memorandums, tables, and other business documents.

• Ensure accuracy, readability, and proper sentence structure in non-routine communications.

• Draft correspondence and reports independently.

• Demonstrated business and administrative knowledge typically acquired through two years of business school coursework, including:

• Recordkeeping and filing system management.

• Budget monitoring and reporting.

• Performing semi-complex arithmetic calculations.

• Advanced typing and technical skills, including:

• Typing complex reports, forms, tables, and other documents from rough drafts or dictation at a minimum of 50 words per minute.

• Proficiency with one or more software applications and office productivity tools.

• Strong analytical skills with the ability to:

• Prepare special and non-recurring reports.

• Compile and analyze confidential information from multiple sources.

• Manage administrative and scheduling needs for supervisors.

• Excellent interpersonal and communication skills to:

• Effectively interact with diverse internal and external stakeholders.

• Handle sensitive and highly confidential matters with professionalism and discretion.

• Respond appropriately to influential callers and visitors.

Certifications/Licensure Requirements

• Must meet or exceed core customer service responsibilities, standards, and behaviors outlined in the HFHS Customer Service Policy, including:

• Communication

• Ownership

• Understanding

• Motivation

• Sensitivity

• Excellence

• Teamwork

• Respect

• Must consistently demonstrate customer service competencies through ongoing training and professional development activities.

Personal Qualities

• Self-directed and accountable.
• Flexible and committed to a team-oriented environment.
• Demonstrates teamwork, initiative, and a willingness to learn.
• Open to new learning experiences and professional growth.
• Accepts and respects diversity without judgment.
• Consistently demonstrates strong customer service values and behaviors.

Additional Information

• Organization: Corporate Services
• Department: Corporate Government Affairs
• Shift: Day Job
• Union Code: Not Applicable