JOB SUMMARY

Seeking a highly organized, detail-oriented Executive Administrative Assistant to support our leadership team at the vibrant Mayo Clinic Charter House. In this key role, you’ll help ensure smooth daily operations by managing schedules, coordinating meetings, preparing reports, and handling confidential information with professionalism and care. If you’re a proactive problem-solver with excellent communication skills and a heart for serving others, we’d love to hear from you!

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Welcomes guests/customers, and residents by greeting them in person or on the telephone; answers or directs inquiries.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.
• Provides historical reference by developing and using filing and retrieval systems; records meeting discussions.
• Maintains customer confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information.
• Prepare financial reports.
• Assist with marketing efforts and designing promotional materials.
• Managing calendars.
• Assist with onboarding new employees.
• Completes projects by assigning work to clerical staff; follows up on results.
• Secures information by completing database backups.
• Maintains and verifies office supplies inventory.
• Ensures operation of equipment by completing preventive maintenance requirements; troubleshoots malfunctions; calls for repairs; maintains equipment inventories; evaluates new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishes personal networks; participates in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Performs other duties as assigned.