Executive Assistant Sr Hlth

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Provide highly responsible independent administrative support for the Chief Innovation Officer and Chief Operating Officer for Pharmacy, UM Health (CINO/COO) and members of the Innovation Office team.

• Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; responding to frequent changes in schedules; screening the purpose of meeting requests; setting priorities when there is a conflict; obtaining information regarding the meeting and providing CINO/COO with background information needed for meetings. Adopts and deploys team-based time management strategies to deliver the best work from the Innovation Office and maintain focus on top priorities.
• Coordinate complex travel arrangements including booking speaking engagements, conference and meeting registrations, hotel, flight, ground transportation reservations, and processing associated travel reimbursements. Coordinates calendaring for leadership rounding (with Chief Pharmacy Officer & other Pharmacy leaders) that spans statewide Department of Pharmacy locations.
• Maintains professional bio, social media presence and drafts external communications on behalf of the CINO/COO.
• Manages and creates expert correspondence and communication (verbal, written, and e-mail) using independent judgment, and requiring a high degree of confidentiality, discretion, and professionalism. Produces draft advocacy pieces in partnership with CINO/COO, Communications Department, and Office of Government Affairs on matters of advocacy of health system policy or other highly impactful and at times sensitive or confidential information.
• Screens/triages telephone calls and visitors. Resolves routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, in a timely and efficient manner. Serves as a member of the team in the Office of the President in greeting visitors, accepting deliveries, managing use of the conference and communal spaces in the suite, and provides Executive Administration back up support as needed to the executive leadership team.
• Leverages technology and contemporary AI-enabled tools to provide high-level, proactive support for executive meetings, including scheduling, drafting and memorializing meeting materials, agenda creation and content tracking, meeting preparation including validating agenda topics/meeting purpose and attendees, attending meetings and finalizing minutes and/or notes, tracking action items and decisions made, and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business and to prep for subsequent meetings. Prepares and distributes minutes of meetings, supports proactive management of attendees to ensure quorum for effective meetings, and facilitates follow up communication with key leaders if absent from critical discussions.
• Assists in preparation and editing of presentations/dashboards that could include charts and graphs. Final output and product must represent a professional end-product and at times adhere to format guidelines posed by the respective audience (i.e., Board materials, training content, national society presentations).
• Manages confidentiality of electronic signature and assists with execution of contracts requiring CINO/COO signature, following established protocol to maintain legal integrity and retaining fully executed documents for long term accessibility and reference.
• Liaison with key internal and external professionals on behalf of the CINO/COO, serving as an extension and assisting with the flow of information.
• Manage projects in support of the Innovation Office portfolio, assisting with the organization of key stakeholders and documentation of the work. Demonstrates a flexible and highly agile work style to align with the Innovation Office playbook for rapid scaling and innovation across a complex health system ecosystem. Leads by example as a go-to resource for others across the health system and champions innovative thinking in their daily work.
• Technologically savvy and able to adopt new tools including software for University of Michigan payroll, merit and HR systems; extracts reports from Tableau; project management and office software with AI-enabled features; manages large volume spreadsheets; manages email distribution lists and supports cascading communication across the statewide (academic and non-academic regional) health system.

Bachelor's degree required.

• Minimum 5 years of progressive administrative experience.
• Strong proficiency in the use of computers including standard applications including Zoom, Teams, Excel, Word, PowerPoint, and Outlook. Willingness and capability to continuously and quickly learn new technology and tools.
• Attention to detail, reliability and follow-through, ability to balance multiple priorities and deliver high quality contributions within set deadlines.
• Agility and strong organizational skills.
• Must be proactive and demonstrate initiative in completing work independently within the scope of the role.
• Ability to work independently as well as a collaborator across multiple teams.
• Excellent interpersonal skills with a dependable attendance record as well as strong follow-through and organizational skills are required.
• Excellent written and verbal communication skills with a high degree of interpersonal skills.

Masters or pursuant of master's degree preferred.

• Strong proficiency in the use of computers including experience with AI-enabled workflows or tools.
• Experience in financial reconciliation and travel/hosting expense reports.
• Demonstrated experience with leading a project or seeing a project through completion.
• Executive presence and professionalism.
• A desire to learn and grow.