Executive Assistant Job Listing at MedStar Health in Columbia, MD (Job ID 160115)

Description

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 memo 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. Reserves conference rooms and equipment selects and orders refreshments/meals and composes meeting notices and correspondence. 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 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

• Associate's degree required or
• an equivalent combination of formal secretarial training and experience. required

Experience

• Progressively responsible related experience. required

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 tine management prioritization and organizational skills.