Executive Support Staff Coordinator & Executive Assistant
Full Time
Kansas City, KS 66160
Posted
Job description
Position Title
COVID-19 and flu vaccines are required for all health system employees.
Learn more
.
Position Summary / Career Interest:
The Executive Support Staff Coordinator and Executive Assistant serves two roles. Functioning as the Executive Assistant (EA), the incumbent provides high level, proactive, administrative support to one or two executives. To these executives, provides executive management in day-to-day activities and special projects as assigned. Acts as liaison for both internal and external sources. Must be able to maintain strict confidentiality and establish harmonious working relationships with executives, physicians, Board members, peers and other health system employees, as well as university leadership and staff. Demonstrates a strong ability to work independently in the absence of the executives and demonstrates initiative in completing projects in an accurate and timely fashion with minimal supervision.
Functioning as the Executive Support Staff Coordinator (Coordinator), collaborates with a peer Coordinator and the Executive Office Manager (Manager) to manage and lead all the administrative resources of The University of Kansas Health System Executive leadership team. This trio guides and motivates each member of the support staff to work together as a team to ensure exceptional customer service, operational efficiency and work product excellence.
Responsibilities:
- Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
- Note: These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.
Executive Assistant Standard Work – for the Executive
Proactive Email and Calendar management
- Reads email throughout the day as authorized by Executive; draws Executive’s attention to time-sensitive items; independently responds, drafts response for Executive, forwards, deletes or files as previously approved by Executive
- Accepts appointments on Executive’s behalf throughout the day; reviews calendar for conflicts at least a month in the future; independently reschedules or declines appointments as previously approved by Executive
- Schedules meetings for Executive as requested, ensuring the following are correct:
- Invitees
- Meeting Title
- Room location and/or Teams meeting information is included
- Time parameters Executive has specified (during Executive’s approved business hours; how far in the future the meeting may be scheduled; how long meeting should last)
- Time zone is correct
- Takes the initiative to create or gather and distribute materials for meetings at which Executive is the lead; collaborates with team members and others to ensure Executive has copies of materials for meetings at which Executive is a participant
- Records meeting minutes as needed; distributes in a timely manner
Answers Executive’s office phone; provides Voice Mail management
- Independently handles caller’s issue or returns calls as previously authorized by Executive; reports resolution to Executive
- For those calls and voice mails which cannot be independently managed, immediately provides a message to the Executive in the manner Executive has authorized
- Follows up with Executive to ensure resolution
Serves as Executive’s Delegate for Kronos and Workday activities
- Accurately processes Kronos for Executive’s department(s), consistently meeting deadlines
- Ensures Workday requests (such as, reimbursements, invoices, travel, pay changes, etc.) are processed within 2 days of receipt
Arranges travel logistics balancing organization’s policies and Executive’s preferences
- Paying close attention to Executive’s schedule and travel budget, accurately processes meeting registrations and secures airline, hotel, car rental and restaurant reservations as needed.
- Prepares a travel itinerary and gathers any materials Executive may need, including driving and/or walking directions, menus of nearby restaurants, etc.
Coordinates special events
Within a set budget, independently plans and sources special events for Executive.
- Invitations, space, tables and seating, decorations, refreshments, program/run of show, speaker(s), gifts, etc.
Mail/deliveries
- Daily, opens and disperses mail and deliveries as previously approved by Executive.
- For those items which cannot be independently managed, researches which person or department should receive the item; only asking Executive for assistance as a last resort.
Filing
- Ensures materials are organized and regularly filed in the manner Executive has approved, whether electronic or hard copy.
Proficiencies
- Ability to format, proof-read, and develop correspondence, presentations and reports in a timely fashion, meeting tight deadlines (Microsoft Word, Excel and PowerPoint).
- Demonstrates a thorough knowledge of Microsoft Teams videoconferencing and a working knowledge of other formats, such as Zoom, Webex, GoToMeeting, etc.
- Demonstrates a thorough knowledge of office equipment:
- Front Desk Phone (Main Campus HEO)
- A/V and IT equipment in conference rooms
- Copiers
- Fax machines
- Maintains current knowledge related to applicable statutes, regulations, guidelines and standards necessary to perform job duties. Complies with the requirements of the Code of Conduct, Corporate Compliance Plan and Compliance Policies and Procedures, including training requirements and the Records Retention Plan. Participates in compliance activities under the direction of the Department Manager and Corporate Compliance Officer.
Coordinator Role
In collaboration with the Manager and peer Coordinator, supervises approximately one-third of the executive office support staff (10 or more), which includes:
- monitoring direct report staffing levels to ensure administrative staff are working according to optimal staffing levels; may redirect work when necessary
- reviewing staffing levels for entire administrative team before approving direct report’s PTO, requests to work off-site, etc. in Kronos
- leading weekly group huddle with direct reports focused on priorities, teamwork, issues/questions/concerns and brings feedback to Manager/Coordinator weekly huddle
- encouraging and commending staff for excellent performance
- providing oversight/direct feedback on work performance and professionalism
- communicates regularly and develops strong collaborative relationships with executives supported by direct reports to ensure all the needs of the executives are being met
With the Manager and peer Coordinator, assists in planning monthly executive office support staff meetings:
- to report/update on current initiatives to administrative staff, encouraging system thinking, and
- to give members a voice in process improvement, learning and development, cross-training, recognition, etc.
In coordination with the Manager and peer Coordinator, participates in recruitment and on-boarding activities to ensure uniform proficiencies, culture fit, leader characteristics and a team-oriented mindset. Plans and participates in continuous learning and development activities to ensure support staff maintain current technical, leadership and team-oriented skills.
Responsible to facilitate quarterly check-ins with direct reports, including feedback received from the executives supported. In coordination with the Manager and peer Coordinator, completes performance evaluations every two years, which includes feedback received from the executives supported.
Identifies and partners with the Manager and peer Coordinator to resolve administrative issues within the executive office. Develops and maintains a collaborative team approach with support staff and executives built on regular communication, shared decision making and results-oriented problem solving.
JOB REQUIREMENTS
Required
- High School Diploma or equivalent
- Bachelor’s degree or a minimum of 10 years of C-suite executive assistant/supervisory experience as an equivalent to the degree
- High level ability to plan, organize, analyze and coordinate data/information and activities.
- High level ability to function independently, make valid judgments to ensure the integrity of operations and exhibit initiative in the completion of tasks
- Excellent verbal and written communication skills including a high degree of professionalism and personal presence
- Considerable knowledge and skill in using the computer and with MS Office
- Ability to establish and maintain effective working relationships within and external to the Health System
- Outgoing personality with high service orientation
- Ability to work in a stressful environment and capable of coping with complex situations
- Ability to handle highly sensitive information with complete discretion and confidentiality
- Excellent verbal and written communication skills including a high degree of professionalism and personal presence
- Considerable knowledge and skill in using the personal computer including spreadsheet, word processing, database and presentation software
Preferred
- Knowledge of Lean principals for Healthcare
- Event planning experience
Time Type:
Full time
Job Requisition ID:
R-25308
We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information.
Need help finding the right job?
We can recommend jobs specifically for you! Create a custom Job Alert by selecting criteria that suit your career interests.
abouteureka.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, abouteureka.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, abouteureka.com is the ideal place to find your next job.