Executive Assistant II/Project Coordinator

Mercy Medical Center; United States; On-site; USD 30,000 - 52,000; Full time

Job summary

Mercy Medical Center is seeking an experienced Executive Administrative Assistant to provide full-scope support to members of the executive leadership team. You will manage calendars, coordinate projects, prepare reports, and act as a liaison across the organization.

In this role you will handle highly confidential information, schedule and process meetings, and collaborate with the Executive Assistant team to maximize efficiency and effectiveness.

Qualifications

• Minimum three years of executive-level administrative support experience.
• High school diploma or equivalent required; post-high school training preferred.

Responsibilities

• Completes special projects and assignments as directed.
• Manages Executives’ calendars and schedules to meet deadlines.
• Schedules meetings, distributes notices, agendas and minutes, and arranges logistics.
• Develops and maintains strategic and operational information and reports.
• Maintains confidentiality and professionalism in all matters.

Skills

Communication skills

Organizational skills

Time management

Discretion & confidentiality

Project coordination

Professional in-person/phone etiquette

Education

High school diploma or equivalent

Post high school education/training preferred

Tools

Zoom Webinar

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

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

Provides full-scope executive-level administrative support and project coordination for Executives to help them achieve key strategic objectives.

Job Duties

• 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

Mercury 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.

Talent Tuesdays

An open‑house hiring event, every Tuesday.