Executive Assistant Job Listing at MedStar Health in Olney, MD (Job ID 155908)

Description

About the Job

General Summary of Position
Provides executive support to the VP of Operations and the Chief Medical Officer by performing various confidential administrative assistance and secretarial responsibilities.

Duties and Responsibilities

• Executive Administrative Support: Performs diversified responsible and confidential duties as well as executive secretarial duties. Coordinates and tracks workflow schedules and projects through assigned divisions (VPs). Demonstrates thorough understanding of division-wide goals priorities and programs.
• Routinely augments databases/websites with updated information in a timely manner. Coordinates VP's schedules including arranging meetings and appointments. Organizes schedules for the year for standing meetings with direct reports. Schedules appointments and meeting locations.
• Coordinates event planning implementation and evaluation including: exercising good judgment and cost-consciousness when selecting vendors; providing general support function for events (i.e. phone registration follow-up calls mailings and generation of reports as needed); evaluating events and recommending future actions maintaining thorough and accurate event files to facilitate future event planning.
• Composes and/or transcribes correspondence memos reports as instructed. Distributes correspondence reports promotional materials newsletters brochures and related items to appropriate audiences in timely manner.
• Establishes and maintains proficiency with computer systems and software programs including Word and Excel. Coordinates recurring time-intensive projects by gathering data monitoring process and contributors throughout and generating appropriate reports mailings etc. within established time frames.
• Creates and maintains departmental program and reference files. Assists with departmental budgeting purchasing and financial management. Orients and supervises volunteers and temporary workers.
• Positively represents the hospital in all interactions with internal and external constituencies including hospital board members, administrators, physicians, fellow employees, volunteers, visitors, patients and the general public. Responds to calls and visits from employees and other visitors including the public at large.
• Determines urgency of the situation and suggests appropriate referrals. Answers telephones, prioritizes screens and redirects calls. Answers inquiries, handles routine matters on own initiative and takes messages. Scrupulously maintains the confidentiality of sensitive information.
• Maintains current knowledge and develops new knowledge. Works with supervisor to identify learning needs and takes actions to address these needs. Attends hospital sponsored training programs as required by the department. Meets all mandatory obligations.
• Works effectively within and between departments. Participates on inter-departmental teams and committees communicating unit knowledge as appropriate Provides department/unit with information and knowledge acquired during participation with interdepartmental teams and committees. Demonstrates a constructive approach during all interactions with staff supervisors and managers both inside and outside the unit.
• Department/Unit Specific Functions and Duties Engages in a variety of projects and support activities such as Women's Board Scholarship Emergency Management Bio-Ethics and Safety. Specific department support of representative divisions. Sporadic participation in Journey Teams and related support.

Minimal Qualifications
Education

• High School Diploma or GED or equivalent required

Experience

• 3-4 years work experience required

Knowledge Skills and Abilities

• Ability to effectively communicate with all levels of internal and external customers.
• Moderate/Advanced Computer skills.
• Knowledge of Microsoft Word Excel and PowerPoint.
• Ability Type 55 wpm.
• Experience with grammar punctuation and spelling corrections as well as proofreading.