University of Iowa Health Care—recognized as one of the best hospitals in the United States—is Iowa’s only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®
UI Health Care’s Hospital Administration is seeking an Executive Assistant to serve as the primary point of contact for internal and external constituencies and provide high-functioning administrative support to Hospital Administration executive leadership. The role manages complex administrative, financial, strategic planning, and communication management issues. The executive assistant works independently on projects, manages multiple projects with competing deadlines, and uses dynamic problem-solving to proactively plan and anticipate the needs of the executive to advance the goals of the organization. The position exercises independent judgment, high level of discretion, integrity and confidentiality, and a high level of professionalism and also serves as backup administrative support for additional Hospital Administration executive leadership as needed.

Executive Support and Management

• Provide proactive administrative support and work closely with Hospital Administration executive leadership, anticipating needs, and assisting in preparation accordingly.
• Manage high volume of competing administrative tasks that require an understanding of urgency/prioritization to complete and identify situations to be escalated to leadership.
• Filter and attend to day-to-day functions to support executive focus on high-level leadership and strategy functions.
• Represent the executive leader in managing and scheduling high-level meetings, developing agendas and related materials, producing meeting minutes, and distribution lists.
• Employ sophisticated organizational diplomacy techniques to navigate and manage competing priorities and projects from organizational leaders.
• Provide extensive calendar support demanding prioritization of multiple calendars. Necessitates effective communication with various stakeholders throughout the organization and external partners.
• Manage high-level executive events and candidate visits.
• Assist in the management of hospital administration conference rooms.
• Coordinate travel, develop itineraries, and manage all logistics.
• Assist with onboarding/training of new staff in hospital administration as needed.
• Assist with reception desk coverage.

Communication, Information, and Data Management

• Draft and edit correspondence, complex presentations, and sensitive correspondence on behalf of executive leadership using a high degree of confidentiality. Manages replies to correspondence on behalf of the executive.
• Provide correspondence about proposed contract edits and load into system for review and processing
• First point of contact for inquiries and complaints made to executive leadership.
• Ensure accurate filing and tracking of all documentation, including memos, correspondence, presentations, and reports.
• Identify discussion topics and prepare executive for meetings and conferences.
• Compile, format, and create visual representation of data through excel, including use of excel formulas and use of PivotTables.
• May assist with HCIS access requests, maintenance requests, and telecommunication requests.
• Always maintain confidentiality.

Financial Responsibility

• Track, reconcile and process procurement card vouchers and expenditures, membership and licensure renewals, and membership registrations.
• Assist leadership with scheduling budget meetings.
• Initiate financial transactions including POs, travel approvals, reimbursements, and purchase requisitions, deposits, travel expense vouchers.
• Contribute to the creation and/or modification of processes for successful operation of the department.
• Answer questions; obtain and input information; assure information is current and accurate; prepare reports.