Executive Assistant

Overview:

UnityPoint-St Luke's

Full-Time Days

M-F 8am-4:30pm

 

The Executive Assistant is responsible for providing administrative support to executives by managing schedules, coordinating meetings, handling confidential information, and coordinating key office operations. The role oversees complex calendars, organizes meetings and travel arrangements, prepares executive presentations, and handles confidential correspondence. The role acts as a liaison between executives and internal/external stakeholders and ensures confidentiality and compliance with privacy standards in all tasks.

Why UnityPoint Health?:

At UnityPoint Health, you matter. We’re proud to be recognized as a Top 150 Place to Work in Healthcare by Becker's Healthcare several years in a row for our commitment to our team members.  

Our competitive Total Rewards program offers benefits options that align with your needs and priorities, no matter what life stage you’re in.  Here are just a few:      

• Expect paid time off, parental leave, 401K matching and an employee recognition program.   

• Dental and health insurance, paid holidays, short and long-term disability and more. We even offer pet insurance for your four-legged family members.  

• Early access to earned wages with Daily Pay, tuition reimbursement to help further your career and adoption assistance to help you grow your family.   

With a collective goal to champion a culture of belonging where everyone feels valued and respected, we honor the ways people are unique and embrace what brings us together.   

And, we believe equipping you with support and development opportunities is a vital part of delivering an exceptional employment experience. 

Find a fulfilling career and make a difference with UnityPoint Health.

Responsibilities:

Executive Support

Manages calendars for executive(s), coordinating with both
internal and external parties to prioritize and organize meetings,
appointments, and events across multiple time zones.
• Supports the preparation of PowerPoint presentations and
executive reports, ensuring materials align with strategic
objectives and are designed as per upcoming meetings.
• Assists with the creation and distribution of agendas, and provides
accurate and timely minutes and follow-up actions, during and
after senior leadership meetings.
• Maintains a comprehensive and confidential filing system for all
relevant documents, ensuring ease of retrieval and adherence to
privacy standards.
• Tracks and manages key executive contracts, including
employment agreements, professional services contracts, and
other related documents.
• Coordinates extensive domestic and international travel
arrangements, including flights, accommodations, transportation,
and itineraries, and manages and submits accurate travel expense
reports in a timely manner.
• Reviews and manages the executive’s email and call
correspondence, drafting responses as appropriate and ensuring
high-priority communications are addressed promptly.
• Serves as a primary point of contact between the executive(s)
office and both internal and external stakeholders, ensuring clear
and timely communication.

 

Departmental Support

 

Coordinates and supports the logistical aspects of meetings,
retreats, and conference calls, including agenda preparation,
scheduling, and technology setup.
• Drafts, composes, and proofreads a variety of documents,
including reports, memoranda, and correspondence.
• Works on initiatives to improve office practices and workflows,
recommending strategies to enhance efficiency, effectiveness, and
overall operations.
• Participates in event planning, project coordination, and office
management tasks, as needed.

Qualifications:

• Education:  Associate's degree in business or health administration or equivalent work experience required.
  Experience:  Three to five years of experience as an assistant or in a related role required.  Two years of experience supporting senior executives in a fast-paced, complex work environment required.  Healthcare experience preferred.  
• Knowledge/Skills/Abilities:  Office Software Proficiency: Knowledge of office software (e.g., Microsoft Office Suite) and project management tools to prepare presentations, manage schedules, and draft documents.  Calendar Management: Ability to manage executives’ calendars and coordinate meetings, appointments, and events across multiple time zones, ensuring smooth scheduling and effective time management.  Typing Skills: Ability to type at 60 words per minute (wpm).  Document Preparation & Proofreading: Proficient in drafting, composing, and proofreading
  a variety of documents (e.g., reports, memoranda, meeting minutes), ensuring accuracy, clarity, and confidentiality.  Meeting & Event Coordination: Proficient in organizing and coordinating logistics for meetings, retreats, and conference calls, including agenda preparation, scheduling, and
  technology setup.  Document Management Systems: Knowledge of record-keeping and filing systems, both physical and electronic, to ensure compliance with industry standards.  Interpersonal Skills: Demonstrates a high level of professionalism and interpersonal skills,
  handling sensitive and confidential matters with tact and diplomacy.  Attention to Detail: Demonstrates meticulous attention to accuracy, consistency, and quality to avoid errors, improve efficiency, and enhance work effectiveness.