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Executive assistant--Minneapolis

  • 1.  Executive assistant--Minneapolis

    Posted 04-13-2022 07:07

    https://hhri.applicantpro.com/jobs/2319446.html

    The Hennepin Healthcare Research Institute (HHRI) has a new opportunity for an Executive Assistant to support the Chief Operating Officer and other members of HHRI's Executive Leadership team. Applicants are encouraged to submit a cover letter with your resume and application.

    Black, Indigenous, and People of Color are encouraged to apply.

    POSITION SUMMARY:

    Provide administrative support for the Chief Operating Officer as well as other HHRI Executive Leadership team members as needed. Provide support to standing and ad hoc corporate committees for HHRI. Maintain minutes, board-related and other corporate records, electronic filing and electronic records management systems. Coordinate and maintain effective office procedures and efficient work flows; implement policies and procedures set by the employer; establish and maintain harmonious working relationships with internal contacts at all levels of the organization, as well as external contacts. Duties are performed under general supervision within established precedents although projects and sensitive situations arise which require independent judgment and discretion. Coordinate special projects.

    ESSENTIAL JOB FUNCTIONS:

    • Provide administrative support to the COO, as well as other members of the Executive Leadership team, including the President, CFO, and other Managing Directors of HHRI
      • Assert confidentiality at all times
      • Have the ability to work remotely and on-site as needed
      • Be flexible with work schedule; not all essential duties are M-F and 9 - 5.
      • Schedule meetings and maintain Outlook calendars
      • Prepare correspondence, minutes, reports, and presentations
      • Attend meetings and events as requested to support corporate activities (including both internal and external community-engagement activities)
      • Take action authorized during executive's absence and use initiative and judgment to see that matters requiring attention are referred to delegated authority or handled in a manner so as to minimize effect of employer's absence
      • Act as a liaison between executive and other company personnel [internal and external]
      • Respond to questions and information requests; triage information to assure that questions are answered correctly, quickly, and in a professional manner. Provide and maintain follow up.
      • Coordinate Special Projects
    • Provide support to standing and ad hoc corporate committees for HHRI
      • Maintain schedules and make arrangements for meetings including locations, communications technologies, and catering requests if held in person
      • Coordinate distribution of agendas, minutes, and other committee meeting materials
      • Take minutes and/or transcribe minutes for all meetings when requested
      • Assist with proposals and materials needed for meetings if requested
      • Maintain all committee membership slates, minutes, actions/resolutions, and reports
    • Maintain corporate records, filing, records management systems, and other related organizational materials
      • Track resolutions/amendments for committee structure, Finance/Operations Management, Executive Committee of the Board/Nominating Committee, Conflict of Interest, Board of Directors for references and action purposes
      • Maintain attendance log for all meetings
      • Maintain Bylaws and other corporate documents for public viewing
    • Coordinate and maintain effective office procedures and efficient work flows; implement policies and procedures set by the employer; establish and maintain harmonious working relationships with internal contacts at all levels of the organization, as well as external contacts.
    • Duties are performed under general supervision within established precedents although projects and sensitive situations arise which require independent judgment and discretion.
    • Periodic website updates.

    EMPLOYMENT STANDARDS:

    Education/Experience:

    Any combination of equivalent education and experience that provides the required knowledge and skill is qualifying. Typical qualifications would be a baccalaureate degree and five (5) years administrative experience, or seven (7) years of progressively increasing administrative experience. Experience supporting executive-level functions and working in an academic and/or medical setting is preferred.

    Skill, Knowledge & Ability:

    Must have excellent interpersonal, verbal, and written communication skills. Must have superior human relations skills, have good telephone etiquette, and have maturity in judgment. Must have excellent proofreading skills, and a knowledge of academic and medical terminology preferred. Must have the ability to type 60 wpm with a high degree of accuracy. Must have strong computing, office technology, and telecommunications technology skills including proficiency in Microsoft Office (e.g. Word, Excel, PowerPoint, Teams, SharePoint, etc.); WordPress experience preferred. Must be proficient in Outlook, especially meeting scheduling. Must have excellent organizational skills, and the ability to produce high volumes of work efficiently and independently. Must be dependable, flexible, and adaptable. Must be able to work well under pressure while meeting established deadlines, and perform multiple tasks simultaneously. Must display high standards of attendance, punctuality, maintain confidentiality, and manage time effectively.

    MANDATORY COVID-19 VACCINE REQUIREMENT

    AA/EOE of Minorities/Women/Disabilities/Veterans



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    Carey Nadeau
    Director of Operations
    Hennepin Healthcare Research Institute
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