Executive Assistant

About the Job

General Summary of Position Provides secretarial and administrative support to a Senior Vice President, Vice President, MedStar AVP, or assigned Senior Executive.

Primary Duties and Responsibilities

• 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 liaison with Purchasing Department, Finance, Payroll, Accounts Payable, and HR as needed.
• Assists with development and preparation of various reports and schedules under the direction of the Senior Executive or department professionals.
• Coordinates adherence to deadlines and completion of special projects, correspondence, and reports.
• Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Senior Executive and department.
• Arranges and ensures proper department staff coverage at all times.
• May coordinate department staff meetings and scheduling relating to project work requests from within or outside corporate office.
• Reserves conference rooms and equipment, selects catering/meal orders, and sets-up meeting space professionally.
• Composes meeting notices and correspondence.
• Coordinates all logistics for conference calls and/or web-based meeting platforms.
• 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 Senior Executive.
• Performs secretarial duties: prepares correspondence through dictation, composes written material including letters or memos using a word processor and/or typewriter, and proofreads material.
• Maintains files for the Senior Executive and any applicable division 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.
• Assures that confidential information and activities are handled discreetly and classified information is safeguarded.
• Organizes schedules and confirms meetings and/or conferences.
• Ensures proper maintenance of meeting and training rooms to include: furniture upkeep, cleanliness, catering needs, and AV equipment in good working order.
• Ensures timely distribution of correspondence.
• Serves as secretary performing clerical duties including transcribing, preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department.
• May create and maintain department-related databases, publications, and documentation.
• May process department expense reports and track, monitor, and approve invoices.
• 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 the appropriate party with recommended action.
• May manage the Performance Appraisal process for department staff, ensuring all staff evaluations are completed within deadlines.
• Participates in meetings and on committees and represents the department and hospital in community outreach efforts.
• Participates in multi-disciplinary quality and service improvement teams.

Minimal Qualifications

Education

• Associates degree required, or an equivalent combination of formal secretarial training and experience.

Experience

• Progressively responsible related experience.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills.
• Moderate to high level problem-solving skills.
• Working knowledge of various computer software applications, including Microsoft Office applications.
• Ability to operate standard office equipment.
• Ability to work professionally and independently on assigned tasks.
• Excellent time management, prioritization, and organizational skills.

Hiring Range This position has a hiring range of USD $65,062.00 - USD $117,291.00 /Yr.