Executive Assistant to VP/Corporate Director Job Listing at MedStar Medical Group in Baltimore, MD (Job ID req25732)

Description

General Summary of Position

In this role you will provide administrative support to Vice President/Corporate Director/Senior Executive as well as provide assistance to other departmental professionals as needed.

Job Duties:

• Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Vice President/Corporate Director/Senior Executive and department. Ensures timely distribution of correspondence. Performs high level administrative duties including preparing correspondence and maintaining confidential records; assists departmental professionals in the functions of the department.
• Handles, screens and prioritizes all telephone calls and correspondence directed to the supervisor. Reviews, prioritizes, and distributes interoffice and external mail. Provides assistance and direction to callers, visitors and staff as required.
• Maintains calendar and appointment schedule for the Vice President/Corporate Director/Senior Executive. Coordinates travel and hotel reservations for executives or other selected individuals as required.
• Maintains files for the Executive and any applicable department files. Organizes and retrieves information on an ongoing basis. Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow-up related to the meetings as required.
• Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence.
• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.
• Assists in care and maintenance of departmental equipment and supplies. Reviews orders of supplies from other members of the department. Prepares payment vouchers for goods and services received by the department. Acts as the liaison with the Purchasing Department.
• Assists with development and preparation of reports and documents. Coordinates adherence to deadlines and completion of special projects, correspondence and reports. Coordinates and ensures completion of relevant surveys from licensing agencies, education, and public institutions. Responsible for invoice processing and tracking. Assures that confidential information and activities are handled discreetly and classified information is safeguarded.
• Performs secretarial duties such as prepares correspondence through dictation, composes written material, including letters or memos, and proofreads material.
• Provides assistance with department budget tracking and reconciling financial statements.
• Provides research and administrative support to special projects. Prepares data on projects and studies may update procedure manuals or analyze department activities within the department.
• Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.
• Arranges and participates in meetings as required and represents the department and hospital in a professional manner. Participates in multi-disciplinary quality and service improvement teams.
• Orders appropriate event related items as requested, (i.e., flowers, catering, etc.).

Qualifications

• High School Diploma or GED Required / AA Degree preferred. 
• 3-4 years administrative/secretarial experience required.
• Typing, taking and transcribing minutes.
• Advanced Microsoft skills to include Word, Excel, Outlook, PowerPoint, etc.
• Ability to compose general correspondence and ability to maintain strict confidentiality.
• Excellent interpersonal skills, including verbal and written communications.
• Ability to interact professionally with peers, associates, executives, board members, medical staff, government officials, etc.

Why MedStar Health?
At MedStar Health, we understand that our ability to treat others well begins with how we treat each other. We work hard to foster an inclusive and positive environment where our associates feel valued, connected, and empowered. We live up to this promise through:

• Strong emphasis on teamwork - our associates feel connected to each other and our mission as an organization. In return, our effective team environment generates positive patient outcomes and high associate satisfaction ratings that exceed the national benchmark.
• Strategic focus on equity, inclusion, & diversity - we are committed to equity for all people and communities. We continue to build a diverse and inclusive workplace where people feel a sense of belonging and the ability to contribute to equitable care delivery and improved community health outcomes at all levels of the organization.
• Comprehensive total rewards package - including competitive pay, generous paid time off, great health and wellness benefits, retirement savings, education assistance, and so much more.
• More career opportunities closer to home - as the largest healthcare provider in the Baltimore-Washington, D.C. region, there are countless opportunities to grow your career and fulfill your aspirations.

About MedStar Health
MedStar Health is dedicated to providing the highest quality care for people in Maryland and the Washington, D.C., region, while advancing the practice of medicine through education, innovation, and research. Our team of 32,000 includes physicians, nurses, residents, fellows, and many other clinical and non-clinical associates working in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest home health provider in the region, and highly respected institutes dedicated to research and innovation. As the medical education and clinical partner of Georgetown University for more than 20 years, MedStar Health is dedicated not only to teaching the next generation of doctors, but also to the continuing education, professional development, and personal fulfillment of our whole team. Together, we use the best of our minds and the best of our hearts to serve our patients, those who care for them, and our communities. It's how we treat people.

MedStar Health is an Equal Opportunity (EO) Employer and assures equal opportunity for all applicants and employees. We hire people to work in different locations, and we comply with the federal, state and local laws governing each of those locations. MedStar Health makes all decisions regarding employment, including for example, hiring, transfer, promotion, compensation, benefit eligibility, discipline, and discharge without regard to any protected status, including race, color, creed, religion, national origin, citizenship status, sex, age, disability, veteran status, marital status, sexual orientation, gender identity or expression, political affiliations, or any other characteristic protected by federal, state or local EO laws. If you receive an offer of employment, it is MedStar Health's policy to hire its employees on an at-will basis, which means you or MedStar Health may terminate this relationship at any time, for any reason.