Executive Assistant to President - Ann Arbor

Job description

Employment Type: Full time Shift: Day Shift Description: This position will be primarily onsite POSITION DESCRIPTION: The Executive Assistant to the President partners with the President and Regional Chief Medical Officer of Trinity Health Michigan Medical Groups to align clinical and operational goals with the organization’s strategic vision. This role leads cross-functional strategic initiatives, providing project management oversight to ensure timely execution and successful implementation of organizational priorities. Responsibilities include governance support for medical group boards, preparation of confidential reports, and coordination of complex projects. The position serves as a key liaison for issue resolution, fosters positive relationships with internal and external stakeholders, and ensures accuracy and compliance in all communications and documentation. Identifies and implements process improvements to enhance workflow and operational efficiency. Maintains strict confidentiality in handling sensitive information, ensuring compliance with organizational policies and professional standards. ESSENTIAL JOB FUNCTIONS: Collaborates with the President and Regional Chief Medical Officer to ensure clinical and operational goals align with the organization’s strategic vision. Participates in strategic planning sessions, provides input on operational feasibility, and supports initiatives that drive organizational growth and quality improvement. Manages the complex calendar of the President by prioritizing and scheduling appointments and meetings. Organizes and coordinates multiple travel arrangements, ensuring itineraries are complete and accurate. Schedules, coordinates and directs large and complex meetings, conferences, and programs requiring sensitivity to issues, priorities, protocol, etc. Attends meetings, and coordinates calendars and schedules of supported personnel. Assists the President in establishing and maintaining positive relationships with Trinity Health executive leaders, their support staff, subsidiaries, and external constituencies. Responds to inquiries regarding organizational services, records, and other matters by utilizing in-depth knowledge of organizational operations and ability to interpret established organizational policies and procedures. Authorized, with the approval of the Executive Vice President/Chief Medical Officer or the President, to append President’s signature to highly sensitive or confidential contracts or materials. Develops electronic filing systems, internal mailing processes and procedures. Accountable for sensitive and confidential data, including personnel, payroll, attendance, Accounts Payable, work and purchase orders. Manages incoming and outgoing mail, correspondence, reports and memoranda. Leads and manages cross-functional strategic projects, ensuring alignment with organizational goals, timely execution of key milestones, and successful implementation of initiatives that promote operational excellence and quality improvement. Serves as the primary project management resource for executive leadership, providing oversight, coordination, and guidance on complex initiatives. Monitors and evaluates project performance by tracking progress against key milestones and deliverables. Provides comprehensive governance support to Trinity Health IHA Medical Group and West Michigan Medical Group Governing Boards and their sub-committees. Responsibilities include developing and maintaining board work plans, preparing agendas and meeting materials, recording accurate minutes, and ensuring timely follow-up on board actions. Coordinates and prepares confidential governance reports, surveys, and projects, including annual board member elections, partner determination processes, and other initiatives. Ensures accuracy, compliance with organizational policies, and timely submission to leadership. Supports positive relationships with Trinity Health executive leaders, subsidiaries, and external stakeholders by responding to inquiries and providing accurate information based on organizational operations and governance policies. Serves as a liaison for issue resolution by addressing concerns brought forth by patients, families, and colleagues. Works to resolve issues promptly and professionally, keeping the President informed of progress and outcomes. Prepares and manages complex documents, ensuring all meet organizational standards for accuracy, clarity, and confidentiality. Proofreads and edits materials prior to distribution or approval. Manages incoming inquiries and prioritizes requests to ensure timely and appropriate follow-up. Recommends and implements process improvements by identifying inefficiencies and proposing solutions to enhance workflow and administrative operations. This position is required to work onsite as well as travel to other locations through the TH MI Medical Groups (IHA and WMI) Performs other duties as assigned. ORGANIZATIONAL EXPECTATIONS: Creates a positive, professional, service-oriented work environment by supporting the mission and values of both IHA and Trinity Health. Must be able to work effectively as a member of the Executive Leadership Team. Assumes responsibility for performance of job duties in the safest possible manner to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management. Successfully completes IHA’s “Our Experience” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers. Maintains knowledge of and complies with IHA standards, policies and procedures. Maintains complete knowledge of IHA office services and maintains proficiency in the use of all relevant office equipment, computer, and manual systems. Maintains strict patient, providers and employee confidentiality in compliance with Trinity Health, IHA, and HIPAA guidelines. Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences. Uses resources efficiently. If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities. MEASURED BY: Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position. ESSENTIAL QUALIFICATIONS: EDUCATION: Bachelor’s degree required. Master’s degree in system science, business administration, statistics, economics, computer science, healthcare administration, public health, health policy and management or other quantitative field preferred. CREDENTIALS/LICENSURE: n/a MINIMUM EXPERIENCE : Minimum of 3 years of project management experience. Familiarity with, governance programs, requirements, and extensive governance activities experience preferably within a healthcare organization. POSITION REQUIREMENTS (ABILITIES & SKILLS): Comprehensive and detailed knowledge of departmental, medical group, and Trinity Health policies/procedures; basic knowledge of the specialized field to complete task/projects, approve transactions (e.g., forms processing, payroll or purchasing), or resolve non-routine administrative problems. Advise and determine applicable policy, procedures, and requirements (e.g., recommend procedures to improve efficiency of forms processing). Demonstrates excellent project management expertise, superior analytical abilities, and polished communication skills to drive success in complex initiatives. Strong analytical skills to compile, research and analyze data from multiple sources and prepare statistics to develop recommendations and reports. Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams, Access, etc.). Proficiency using databases and graphics software as required to perform duties. Excellent organizational and time management skills. Strong attention to detail. Exhibits excellent communication, interpersonal and relationship building skills to effectively communicate on a day-to-day basis with staff, providers, Board members, Executive Leadership Team, patients, visitors, corporate and external customers to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information. Ability to speak before groups of people, either in-person or virtually. Ability to drive to other office/practice sites and meeting, training, and event locations. Ability to see “the big picture” in order to be a primary resource to others. Ability to select the best solution from several “right” answers requiring comprehensive and detailed knowledge of applicable departmental and System policies/procedures and basic knowledge of specialized field. Ability to work with minimum day-to-day supervision. Must be comfortable operating in a collaborative, shared leadership environment. Must possess a personal presence that is characterized by a sense of honesty, integrity and caring with the ability to inspire and motivate others to promote the mission, vision, and values of IHA and Trinity Health. MINIMUM PHYSICAL EXPECTATIONS: Physical activity that often requires keyboarding, filing and phone work. Physical activity that often requires extensive time working on a computer and sitting. Physical activity that sometimes requires walking, bending, stooping, reaching, and/or twisting. Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs. Specific vision abilities required include close vision, depth perception, peripheral vision, and the ability to adjust and focus. Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English. MINIMUM ENVIRONMENTAL EXPECTATIONS : This job operates between working in a typical office environment which involves interruptions and interactions with people which can be stressful at times. Our Commitment Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.