Executive Assistant to President &Chief Scientific Officer Job Listing at MedStar Health in Columbia, MD (Job ID 169204)

Description

About the Job

General Summary of Position
Performs a broad range of executive administrative and operational support functions for the MedStar Health Chief Scientific Officer and President of MedStar Health Research Institute (MHRI). Responsibilities include coordinating executive activities, including meetings and events, managing complex calendars, arranging travel, preparing correspondence and meeting materials, documenting meeting minutes, processing invoices, and administering expense reimbursements. Serves as the primary administrative liaison to the MHRI Board of Directors, coordinating board-related meetings, communications, and materials. Provides administrative support to other executive and senior leaders, as needed, to support organizational priorities and business operations.

While this is primarily a remote position, candidates must be local to the DMV area for occasional onsite responsibilities. 

Primary Duties and Responsibilities

• Supports the MHRI Executive Team in developing department goals, objectives, policies, and procedures. Ensures compliance with business unit policies and procedures and governmental and accreditation regulations.
• Develops and recommends department (President's Office) operating budget and manages resources according to approved budget.
• Coordinates the President's calendar, meetings, conferences, and organizational events, including Town Halls. Supports associate engagement activities, such as new hire welcome events, service anniversary recognition, and other employee recognition initiatives.
• Assists the President in reviewing developing and/or editing presentation material for a variety of MedStar Health meetings.
• Supports the President and MHRI Executive team for executive and senior leadership meetings and other functions. This includes, but not limited to, MHRI Executive calendar, executive rounding, traveling exec meetings, etc.
• Coordinates special projects and organization-wide events, including the annual Research Symposium on behalf of the executive team. Oversees the intake, coordination, and resolution of inquiries and concerns directed to the MHRI President and Executive Team.
• Oversee MHRI's volunteer program in coordination with HR and administrative staff.
• Departmental Finance Manager (DFM) for the President's Office Budget (50010) which includes financial management and creation of the annual budget for the President's office.
• Provides administrative support to the MedStar Health Research Institute Board of Directors and its committees. Organizes meeting schedules, prepares and distributes agendas and materials, and manages logistics for in-person meetings including travel and accommodations. Maintains accurate meeting minutes and official Board records. Supports the planning and execution of Board-related events at the direction of the President or Board Chair.
• Manages and coordinates all travel arrangements for the President.
• Manages reimbursement and reconciliation of expenses for the President.
• Drafts correspondence for the President.
• Management of relationships and work orders with outside vendors for office management related services, such as confidential shredding services; Centralized office supply ordering, receiving, storing, and inventory.
• Active participant in associate committees such as EI&D, Wellness Committee, and Emergency Preparedness.

Minimal Qualifications
Education

• Bachelor's degree in a related field required 
• Master's degree preferred

Experience

• 7 years of experience supporting key executives and/or board of directors required

Knowledge Skills and Abilities

• Excellent problem-solving skills and ability to exercise independent judgment. Business acumen and leadership skills. Strong verbal and written communication skills with ability to effectively interact with all levels of management, internal departments and external agencies. Working knowledge of various computer software applications to include the use of AI platforms that support administrative duties and responsibilities.