Executive Assistant | Finance | Full Time

Administrative Support Services

General Summary : Under limited supervision from a senior level executive, provides personal and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files and conducting special projects as assigned. Duties require a thorough knowledge of supervisor's areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects and so forth. All work is of a highly confidential nature.

Principal Accountabilities :

Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth that are confidential in nature and may require taking and transcribing shorthand and / or Dictaphone dictation.

Assists in preparing complex, confidential administrative reports, statements, rosters, and so forth, performs difficult data and / or information gathering, computes complex calculations and drafts and prepares special reports / analyses for review by supervisor.

Reviews and screens visitors and telephone calls, ascertains callers' needs and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and / or sensitive inquiries to appropriate person(s).

Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data and so forth, often dealing with executives, medical staff, trustees or influential outsiders. In absence of, or as directed by supervisor, is often required to relay confidential or sensitive information.

Principal Duties and Responsibilities :

Receives and reads confidential incoming correspondence, reports, memoranda and the like; screens items, which can be routinely handled, prepares appropriate responses and forward remaining materials to supervisor or others along with necessary background information.

Arranges meetings, conferences, schedules, appointments, interviews, completes travel arrangements, and maintains supervisor's business calendar.

Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.

Establishes, maintains, revises recordkeeping and filing systems, classifies, sorts, and files confidential correspondence, articles, records and other documents.

Attends meetings and takes, prepares, and distributes minutes to appropriate personnel.

Performs specialized functions pertaining to departmental operations including bulk purchasing of departmental supplies and materials, and requisitioning regular office supplies and / or other general office duties that may be assigned.

Education / Experience Required :

High School Diploma / G.E.D. required in order to compose and prepare a variety of confidential reports, tables, memorandums, etc. Associates Degree in business or a secretarial field from a business school or college preferred.

Ability to read and write in order to proof and edit nonroutine reports, correspondence and the like for sentence structure and readability as well as draft correspondence and reports, perform semicomplex arithmetic calculations when preparing administrative reports, monitoring budgets and the like, and develop and oversee maintenance of recordkeeping and filing systems at a level normally acquired through completion of two years of business school.

Ability to type complex tables, forms, reports and the like from rough draft or dictation at 50 w.p.m. and use one or more software packages.

Approximately five to seven (5-7) years of progressively more responsible related work experience necessary in order to gain in-depth understanding of organizational policies, procedures, and operations in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semi-complex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers and so forth.

Interpersonal skills necessary in order to effectively communicate with a diverse group of influential external and internal callers and visitors, often dealing with sensitive / highly confidential matters.

Analytical skills necessary in order to handle semicomplex administrative details such as preparing special non-recurring reports by combining confidential data from several sources and scheduling and handling administrative / secretarial needs of supervisor.

Additional Information :

Organization : Corporate Services

Department : CDS Finance Leadership

Shift : Day Job

Union Code : Not Applicable

Overview : Henry Ford Health partners with millions of people on their health journey, across Michigan and around the world. We offer a full continuum of services from primary and preventative care to complex and specialty care, health insurance, a full suite of home health offerings, virtual care, pharmacy, eye care and other health care retail. With former Ascension southeast Michigan and Flint region locations now part of our team, Henry Ford's care is available in 13 hospitals and hundreds of ambulatory care locations. Based in Detroit, Henry Ford is one of the nation's most respected academic medical centers and is leading the Future of Health : Detroit, a $3 billion investment anchored by a reimagined Henry Ford academic healthcare campus.

Benefits : The health and overall well-being of our team members is our priority. That's why we offer support in the various components of our team's well-being : physical, emotional, social, financial and spiritual. Our Total Rewards program includes competitive health plan options, with three consumer-driven health plans (CDHPs), a PPO plan and an HMO plan. Our team members enjoy a number of additional benefits, ranging from dental and eye care coverage to tuition assistance, family forming benefits, discounts to dozens of businesses and more. Employees classified as contingent status are not eligible for benefits. Equal Employment Opportunity / Affirmative Action Employer : Henry Ford Health is committed to the hiring, advancement and fair treatment of all individuals without regard to race, color, creed, religion, age, sex, national origin, disability, veteran status, size, height, weight, marital status, family status, gender identity, sexual orientation, and genetic information, or any other protected status in accordance with applicable federal and state laws.