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Job Description

Job Summary

Provides a wide range of complex services to support System Leadership Team level executives who are engaged in the strategic management of the organization. Proactively relieves executives of workload through a multitude of avenues including (but not limited to): supporting the everyday running of the System Office in partnership with the Sr. Executives Specialist supporting the President, the strategic management of complex calendars to implement operating rhythms for the executives and ensure proper preparation, the anticipation of issues before they arise, understanding the needs of the executives and helping to address gaps and opportunities, as well as through the recommendation of creative solutions to problems. Administrative tasks such as answering questions, furnishing information, composing correspondence, gathering data and information, developing and maintaining agendas for key meetings in an anticipatory manner, as well as owning and optimizing travel logistics for the executives are within the scope of responsibility. This masterful problem-solver and organizational force, who is flexible and adaptable to changing business needs, performs all duties necessary to ensure the executives meet their working obligations and deadlines in an as efficient and productive manner as possible.

Essential Functions

• Improves the productivity of the applicable executives by diligently working behind the scenes and partnering with others to limit distractions from entering the purview of the executives, thus allowing them to focus on the highest leverage opportunities. Further, utilizes the appropriate software applications to maximize efficiency and effectiveness of the executives’ workloads. Consistently and proactively suggests and introduces new ways of working to improve effectiveness.
• Schedules appointments and manages the complex calendar to ensure that the executives meet their commitments. Exercises independent judgment regarding priorities/rescheduling. Initiates communication to ensure an efficient calendar of events. Provides support to the executives for the coordination of meetings, including making arrangements for meetings (coordination of all logistics, i.e. location, equipment, supplies, food & beverage, guest participant directions and accommodations, etc.). Takes and transcribes minutes of meetings as requested and follows up on action items/key meeting decisions as appropriate.
• Relieves executives of work by answering questions and furnishing information, reviews incoming correspondence and routes the correspondence to the appropriate individual. Composes replies and additional communications as appropriate. Is articulate and a good communicator. Screens phone calls, and provides information required for the routine, ongoing conduct of business. Refers exceptional or complex situations to the executives for further action.
• Prepares complex information such as documents, reports, charts, and graphs using a variety of software. Creates executive level communications and presentations. Independently maintains accountability for completion of assigned projects/assignments. (As this is a ‘trust-based position’ – scope and depth of assignments could be expanded/moderated.)
• Resolves problems requiring in-depth knowledge of organization policies and procedures and projects in process. Relays information regarding organization policies. Informs executives of any deviation on items requiring his/her/their attention.
• Partners with key stakeholders to coordinate and administer activities related to applicable Board of Directors and related committees. Collaborative support in planning meetings, generating reports, meeting minutes and materials, and communicating with board members regarding related activities. Supports board members and committees to achieve organizational goals.
• Partners with fellow Executive Specialists supporting the System Leadership Team and Senior Executive Priority Health Leaders to ensure the efficient running and management of the System Office. Duties include helping with the oversight and management of the physical office space, supplies, hospitality activities, etc. Provides guidance, support and direction to other administrative support personnel within their respective business entity and amongst the broader team. Serves as an informal leader and may provide back-up to other team members in their absence.
• Establishes and maintains positive, effective working relationships with internal and external stakeholders and functions as an ambassador of the executive and Priority Health; models and shares our core values with health consumers, partners and employees.

Qualifications

• Required Associate's Degree or equivalent
• Preferred Bachelor's Degree

• 5 years of relevant experience in the capacity of providing support to senior-level executives Required
• Experience supporting a President or CEO preferred

Primary Location

SITE - Priority Health - 1231 E Beltline - Grand Rapids

Department Name

Executive - PH

Employment Type

Full time

Shift

Weekly Scheduled Hours

40

Hours of Work

8 a.m. to 5 p.m.

Days Worked

Monday to Friday (Onsite as needed)

Weekend Frequency

N/A

Spectrum Health requires all team members to receive the COVID-19 vaccinations subject to certain exclusions based on the team member’s job category. Spectrum Health is committed to granting reasonable accommodations in accordance with applicable laws.

Accommodation Notice: If you are a qualified individual with a disability, you may request a reasonable accommodation in Spectrum Health's application process. Contact us at 616-486-SHHR (7447).

Spectrum Health grants equal employment opportunity to all qualified persons without regard to race, color, national origin, sex, disability, age, religion, genetic information, marital status, height, weight, sexual orientation, veteran status, or any other legally protected

category. See more here.