Executive Assistant II/Project Coordinator

Mercy Cedar Rapids; Baltimore (MD); On-site; USD 30,000 - 47,000; Full time

Job summary

Mercy Cedar Rapids is seeking an experienced executive assistant to provide high-level administrative support and project coordination for the organization's executive leadership team.

You will manage calendars, coordinate meetings, prepare reports, handle confidential information with discretion, and collaborate with the Admin team and Board committees to drive key objectives.

Qualifications

• Minimum three years of executive-level administrative support experience.
• Strong written and verbal communication skills.
• Ability to manage confidential information with discretion.

Responsibilities

• Provides executive-level administrative support and coordinates projects for Executives.
• Manages calendars and schedules, prioritizing deadlines and disclosures.
• Prepares reports, memos, and documents for board meetings and committees.
• Handles multi-line phone system, email, and correspondence with professionalism.
• Coordinates meetings, venues, agendas, minutes, and follow-up actions.
• Researches information and generates insights to aid decision-making.
• Collaborates with the Admin team to ensure efficient organizational operations.
• Demonstrates sound judgment and supports life-long learning and process improvements.

Skills

MS Word

MS Excel

PowerPoint

Outlook

Teams

Internet research

Education

High school diploma or equivalent

Job description

Work Shift

Day

Scheduled Weekly Hours

40

Summary

This position supports Mercy’s philosophy of patient centered care by supporting members of the executive leadership team by providing administrative support and project coordination to help Executives achieve organizational and departmental objectives.

Job Description

Job Duties

• Provides full-scope executive-level administrative support and project coordination for Executives to help them achieve key strategic objectives. Completes special projects and assignments as directed.
• Handles a high volume of assignments with varying complexity and balances competing priorities for the Executives.
• Develops and maintains strategic and operational business information, reports and documents.
• Interacts with all organizational levels within and external to the organization on behalf of the Executives.
• Manages Executives’ schedules, including monitoring upcoming initiatives on the Executives’ calendar on a proactive, routine basis to ensure deadlines are met and resolve any scheduling issues.
• Schedules meetings and appointments. Distributes meeting notices, agendas, and minutes, as appropriate; and arranges appropriate logistics for meetings.
• Conserves and maximizes Executives’ time by proactively researching, collecting and analyzing information.
• Works collaboratively with the Executive Assistant team to ensure coordination of activities for the organization, Executives and the Board of Directors and to create maximum efficiency and effectiveness.
• Manages all matters and information with a high level of confidentiality, discretion and professionalism.
• Facilitates the smooth flow of accurate communication intradepartmentally, interdepartmentally and externally.
• Answers phones and retrieves voice messages. Handles issues directly or directs calls to the appropriate area/individual.
• Orders supplies and processes invoices, requisitions and check requests.
• Manages Mercy’s Zoom Webinar account.
• Manages the request process for meeting space reservations from external groups.
• Takes minutes at Board and administrative committee meetings.
• Performs other duties as assigned.
• Follows Mercy’s safety guidelines, carries out job-specific safety duties and responsibilities, and promptly reports any unsafe conditions, situations, incidents and injuries.

Knowledge, Skills and Abilities

• Proficient in computer skills including Microsoft Word, Excel, PowerPoint, Outlook, Teams, and Internet research skills.
• Operates normal office equipment, e.g. multi-line telephone system and printer/scanner.
• Excellent written and verbal communication skills that include grammar, spelling, punctuation and proofreading.
• Excellent public relations, human relations and conflict resolution skills - exemplifies The Mercy Touch.
• Excellent organizational and time management skills.
• Critical thinking and attention to detail. Exhibits good judgment.
• Identifies quality improvement opportunities.
• Handles confidential information with discretion and diplomacy.
• Demonstrates project coordination.
• Commitment to life-long learning, e.g., willingness to learn/upgrade skills related to duties.
• Ability to communicate effectively and professionally with hospital staff, physicians, Board members, community leaders and the general public.
• Flexibility and dependability, works well with a wide variety of individuals and leadership styles.
• Ability to work with minimal to no supervision.

Professional Experience

• Minimum three years of executive-level administrative support experience level person required.

Education

• High school diploma or equivalent required with post high school education/training preferred.

Licensure, Certification, Registration

• None

Physical Requirements

Light: Exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently

Pay Rate Type

Hourly

_ Mercy is an independent, community-based organization supporting the Cedar Rapids area for over 120 years. _

Mercy is an equal-opportunity employer. We value diversity, equity, and inclusion and therefore evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status, and other legally protected characteristics.