What are the responsibilities and job description for the Executive Assistant (Division of Cardiovascular Medicine) position at University of Minnesota Physicians?
Why M Physicians?
The Executive Assistant provides administrative support to UMPhysicians high level senior management, and their division leaders by managing/coordinating their commitments, schedules, meetings, communications, and resources for day to day operations and related projects. This person will ensure the smooth performance of the office services functions at their location by assisting other administrative staff as needed and by taking on improvement projects and other initiatives that support executive effectiveness and company performance.
What you will do as an Executive Assistant:
- Prioritizes access to leaders through complex calendar management across multiple organizations. Organizes meetings, communicates changes, and ensures accuracy.
- Coordinates and supports various meetings and events. Anticipates and provides necessary logistics. Prepares and distributes meeting materials, takes meeting minutes as appropriate.
- Supports communications by contacting or e-mailing appropriate groups for day to day operations and on behalf of their leader. Builds and maintains positive relationships with internal and external customers.
- Prepares documents and manages records, including correspondence, presentations, spreadsheets, databases, and reports. Regularly handles confidential information. .
- Completes expense reports, and reconciles purchasing cards.
- Arranges travel as needed, including flights, hotels, transportation, and meals. Coordinates itineraries.
- Assists as needed with hiring of new staff (arranging interviews, on-boarding new staff with equip/space/IT access/initial meetings, etc)
- Assists other administrative staff as needed to ensure smooth operations, including administrative coverage for vacations and sick leaves.
- Helps as needed at reception desk, by greeting visitors and callers and providing assistance.
- Assists with basic office equipment maintenance, like replacing printer toner, reporting broken equipment, etc.
- Actively participates in facility or executive led projects and initiatives as assigned. Coordinates changes and improvement projects.
What you will need:
- Post-secondary education (vocational/technical training or Associate’s Degree) or equivalent administrative knowledge, skills and experience.
- 3-5 years of administrative assistance experience, including 3 years of progressive experience administratively supporting executive/senior director level leaders.
- Proven discretion and independent judgement.
- Advanced MS Office, experience with databases, and electronic calendar skills required.
- Excellent phone management and customer service skills.
- Excellent verbal and written communication skills.
- Flexible, dependable and collaborative.
- Critical thinking and problem solving skills
Location: 401 E. River Parkway Minneapolis MN, 55455
Benefits: This is a benefit eligible position: Competitive wages, Healthcare (including vision & dental), 401K, parking & tuition assistance and more!
Compensation:
54,735.00 - 82,000.00 USD Annual
At M Physicians we believe in pay transparency and equity. The compensation for each position is based on experience, skills, qualifications, and other role-specific considerations. Our total compensation is designed to support your well-being, career growth, and work-life balance.
University of Minnesota Physicians (M Physicians), a non-profit organization headquartered in Minneapolis, seeks motivated individuals for both clinical and non-clinical roles to drive innovation in health and medicine. Our inclusive culture offers competitive salaries, excellent benefits, and the opportunity for career development in the exciting field of health care to over 1,200 physicians, 300 advanced practice providers, and 2,200 health professionals and staff across Minnesota and beyond.
Join us on a mission to advance medicine.
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
