Executive Assistant To Ceo

Reporting directly to the President & CEO, the Executive Assistant provides executive support in a one-on-one working relationship. This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. The Executive Assistant also serves as the assistant and liaison to the board of directors; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be creative and enjoy working within a small, high-paced environment that is mission-driven, results-driven and community oriented. The incumbent will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Compensation & Benefits

The annual salary range for this opportunity is $70,553/annually to $105,788/annually, with a median salary of $88,171/annually. Pay is dependent on several factors including relevant work experience and internal equity. Salary is just one component of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package, including a retirement saving match, tuition and certification reimbursement, paid time off, and health and wellness benefits for .5 FTE and above.

Primary Job Responsibilities 

• Provides support to President & CEO in day-to day office operations: 
  • Proactively manages the President & CEO calendar. Initiates and responds to meeting requests, conference invitations, etc. Determines urgency and nature of requests. Resolves conflicts as required and prioritized with input from President & CEO.
  • Keeps the President & CEO apprised of issues and activities.
  • Produces, distributes, and maintains well-designed documents to assure efficient and productive information flow, both internally and externally.
  • Drafts and Edits communications as requested to donors, business prospects etc.
  • Specific recurrent tasks include but are not limited to - -Proactively manages an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed, daily itineraries and or agendas; and generating and or compiling documents for meetings.
  • Plans, coordinates and ensures the President & CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
  • Schedules and prepares materials for meetings (Board, Committees, Executive forums and others as needed)
  • Facilitates agenda planning and minutes documentation per standard for President & CEO influenced meetings with focus on accreditation requirements.
  • Works with Chief of Staff, and other applicable senior team members, support staff and departments in coordinating the President & CEO outreach activities.
  • Follows up on contacts made by the President & CEO and supports the cultivation of ongoing relationships. This is often done by plan with CEO and or Chief of Staff.
  • Coordinates detailed arrangements for travel and accommodations as requested or required.
  • Supports functions of President & CEO with external duties related to Board seats held, professional organizations engaged with, advocacy and strategic efforts through third party organizations (examples include but not limited to CMNH, Minnesota Business Partnership, Health Evolution, International Hospital Federation etc.).
  • Provides a clear and timely communication between the President & CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support across executive leadership team.
  • Ensures that the President's bio is kept updated and responds appropriately to requests for materials regarding the President & CEO and the organization in general.
  • Manages President & CEO personal matters as they relate to professional work.

• Acts as liaison to Executive team and board of directors:
  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending requested meetings.
  • Assists in coordinating the venue, run of show ,agendas and support documents for of executive management team meetings and all company-wide staff meetings, Board events and meetings, or any session at request of President & CEO.
  • Identifies, gathers, and reviews information for appropriateness, and produces documents for review by the President & CEO.
  • Facilitates coordination of travel and events that are driven by office of President & CEO with internal or external collaborators.
  • Facilitates meeting preparation according to guidelines and timeline for Board committees, meetings and events. Responsible for assuring quality and on-time delivery of deliverables provided to the Board for use in committees, meetings and events.
  • Assists board members with portal access, document management, travel arrangements, and other planning as needed.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Qualifications

Required

• Minimum of five years’ experience working with upper-level management and/or C- Level executives.
• Advanced knowledge of Microsoft Office Suite including Word, Excel, Power Point and Outlook, One Note, TEAMS, OneDrive and SharePoint. Also familiar and capable in other common office technology such as Zoom, various PDF readers and editors, [not exclusive list]
• Ability to manage audio visual and related technologies to host CEO led meetings and Board meetings.

Knowledge, Skills and Abilities

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Strong independent professional communication skills., both verbally, in writing, and in person.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Proven ability to handle confidential information with discretion.
• Manage information flow in a timely and accurate manner.
• Proactive thinker: actively seeks opportunities and proposes solutions.
• Adapts to various competing demands and priorities.
• Demonstrates a high level of customer/client service and response.
• Ability to meet high performance goals and deadlines in a fast-paced environment.
• Ability to independently analyze a situation and apply sound judgment in practical matters.
• Strong critical thinker, able to proactively solve problems, anticipate needs and complete work consistently with limited oversight.

Preferred

• Bachelor’s degree
• Experience supporting C-Level Executives, preferably in a non-profit organization.
• Experience working with Adobe Acrobat, and Social Media web platforms.

Gillette Children’s is committed to recruiting and retaining a diverse team, as we know that the diverse experiences of our employees make Gillette a stronger and better organization. We are committed to creating an equitable and inclusive environment where all patients, families and staff are welcomed and valued. We believe diverse perspectives and identities foster excellence, improve patient care and are essential for Gillette to fulfill its mission. Our team members collaborate to help patients of all backgrounds and abilities reach their full potential.

Gillette Children's is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individual's race, color, creed, sex, religion, national origin, age, disability, marital status, familial status, genetic information, status with regard to public assistance, sexual orientation or gender identity, military status or any other class protected by federal, state or local laws.

Gillette Children’s is a global beacon of care for patients with brain, bone and movement conditions that start in childhood. Our research, treatment and supportive technologies enable every child to lead a full life defined by their dreams, not their diagnoses.

To learn more about working at Gillette Children's, please visit https://www.gillettechildrens.org/careers.

Gillette Children's participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work, Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit https://www.e-verify.gov/ for further details regarding e-verify.