Executive Assistant

Fairview is seeking an Executive Assistant to support senior leadership at Woodwinds Hospital. This is a full-time, benefit-eligible position. In addition to traditional executive assistant responsibilities, this role will also support Birthplace Registrar functions, including vital records documentation and coordination.

The executive assistant is responsible for administratively supporting high level senior leadership, helping to ensure a smooth flow of work within in their specific areas. The EA manages executive's schedules, assigned tasks and deadlines efficiently and effectively. The EA represents their assigned area for internal and external customers in a positive way by demonstrating responsibility of judgement, confidentiality and professionalism. The EA communicates and interacts with management teams staff, and the public on behalf of Fairview. 

Responsibilities

• Manages senior leadership’s calendar and schedules appointments to ensure appropriate preparation time. Screens incoming calls and correspondence and responds independently referring to other resources when appropriate.
• Prepares agendas, notices, minutes and resolutions for meetings.
• Build and maintain positive relationships with internal and external customers with whom the executive interacts. Evaluates and respond to internal/external requests for information as needed.
• Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget.
• Performs complex and confidential functions including developing PowerPoint presentation and written correspondence. Responds to routine external and internal correspondence and well versed in how to manage patient complaints. Types memos, purchase requisitions, payment requests and other department forms and documents.
• Assist other staff as needed to ensure no gaps in service to leadership team.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Primary support for business unit strategy deployment and tiered management.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
• Maintains knowledge of, and complies with, all relevant laws, regulations, policies, procedures, and standards.
• Collects birth information for Birth Certificate form and reviews the medical record to complete the birth certificate and supplemental information worksheet as required by the county and state.
• Collects pertinent data immediately following the birth of the child and completes birth certificate form and supplemental worksheet according to department policies and procedures.
• Provides paperwork and information on recognition of parentage when appropriate, facilitates form completion and notarizes signature. Types information into system to provide electronic transmission of ROP information.
• Enters data into the vital records database according to department policies and procedures.
• Updates the registration system with name and race of newborn.
• Prepares database queries, audits, and runs ad hoc reports to monitor data accuracy, quality and timeliness.
• Submits correction information to Minnesota Department of Health Vital Statistics if errors require State to correct.

Required Qualifications

• 3 years of assistant experience
• Notary Public within 3 months of employment

Preferred Qualifications

• A.A./A.S.
• B.S./B.A.
• 5 years or more supporting/assisting senior level executive (SVP & up)