Executive Assistant 2

Executive Assistant II

Under the supervision of the Chief Executive Officer of the Detroit-Wayne Integrated Health Network, the Executive Assistant will perform tasks relative to administrative operations of the Detroit Wayne Integrated Health Network. This employee is responsible for the overall coordination and effective operation of the office of the President/Chief Executive Officer, as well as working in coordination with the Chief of Staff and Board Executive Assistant to perform the administrative tasks necessary for the work product of the Executive Office as it relates to the Board of Directors, including but not limited to creation of the packages for the various committees and Full Board Meeting, taking and transcribing meeting minutes, maintaining the Board Action assignment and tracking, processing payroll for Board of Directors and other activities related to the administrative side of the Board activities.

The Executive Assistant performs complex and responsible office work, which may include the supervision or coordination of the work efforts of lower level support staff at DWIHN. Serves as liaison between the Executive Office and Authority staff in resolving problems related to operations and administrative functions. Assists with the development of departmental programs, services and activities. Works within general methods and procedures and uses independent judgment to select the guideline or reference, which fits the specific case.

Essential Duties & Responsibilities:

• Perform specialized office work requiring knowledge of DWIHN policies and procedures.
• Act in a supervisory capacity, including coordination of daily activities, prioritizing, delegating and the supervision of work of lower-level support staff to completion.
• Act as liaison between the CEO and Authority staff.
• Assess urgency and importance of situations and take appropriate action, including assuring that requests for action and information are furnished in a timely manner.
• Develop policies and procedures pertaining to administrative and operational functions.
• Work with DWIHN management divisions in resolving problems related to operations and administration.
• Independently research, develop and prepare informational documents, i.e. correspondence, presentations, graphs, and charts for the CEO.
• Responsible for time management, scheduling and travel coordination activities for the CEO.
• Responsible for coordinating internal and external meetings, conference calls and other engagements, conferences and activities for the CEO.
• Responsible for taking and transcribing meeting minutes as requested by the CEO.
• Approval of documents for submission to internal departments and external agencies.
• Responsible for development, maintenance and dissemination of confidential information/files.
• Develop and implement special projects as directed.
• Facilitate internal and external meetings as identified by the Chief Executive Officer - including performing work activities related to said meetings.
• Responsible for responding to customer inquiries and complaints; including developing a tracking and monitoring mechanism for same.
• Assist Executive Staff in implementing current and future special projects.
• Perform other related duties as assigned.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of Mental Health Code, policies and procedures; of mental health programs and services; and affiliated agencies and services.
• Knowledge of programs and services provided by Michigan Department of Health and Human Services the United States Department of Housing and Urban Development.
• Knowledge of function of Mental Health Board of Directors and Board Standing Committees.
• Excellent grammar, proofreading and editing skills.
• Excellent oral communication skills.
• Ability to follow through with projects in a timely manner.
• Ability to focus on operational details.
• Ability to manage multiple work activities as assigned.
• Knowledge of departmental policies and procedures.
• Knowledge of the principles of supervision.
• Knowledge of personnel policies and practices.
• Ability to plan and organize work flow.
• Ability to establish and maintain satisfactory working relationships with other employees and the public.

Required Education & Experience:

• Five (5) years of full-time paid progressive professional work experience in Office Management. Two (2) year of experience must have included the supervision of staff.
• Associate's degree and/or combination of education and experience in business administration, computer science, secretarial science or related field.

Working Conditions:

Work is usually prepared in an office environment.

EEOC Statement

DWIHN is an Equal Employment Opportunity Employer committed to fair, consistent, and merit-based hiring practices. All qualified applicants are considered for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, marital status, veteran status, sexual orientation, gender identity, or any other status protected under applicable federal, state, local law. Employment decisions are based solely on job-related qualifications, demonstrated competencies, and organizational needs. DWIHN maintains policies and procedures designed to ensure that recruitment, selection, promotion and all other employment actions are conducted in a manner that is objective, equitable and non-discriminatory.