Executive Assistant, Administration Perioperative

University of Maryland Medical System; Baltimore (MD); On-site; USD 60,000 - 76,000; Full time

Job summary

University of Maryland Medical System seeks an experienced executive assistant to provide confidential administrative and project support to senior leaders. The role requires discretion, professional communication, and adept coordination of meetings and documents.

Key duties include preparing confidential materials, scheduling meetings, drafting minutes, and managing budgets and special projects within a healthcare environment.

Qualifications

• High School Diploma or GED required; Associate Degree preferred.
• Five years progressively responsible secretarial experience including executive level responsibilities.
• Experience in a business, professional or health care environment is required.
• Familiarity with medical terminology is preferred.

Responsibilities

• Acts as an intermediary for executives. Responds to telephone inquiries and composes confidential correspondence and presentation materials.
• Schedules and coordinates meetings, travel and lodging; prepares agendas and minutes; briefs executives prior to meetings.
• Creates monthly justification reports for expenses and reviews departmental budgets and funds; authorizes petty cash distributions.
• Monitors and balances departmental budgets and assists with projections and budgetary recommendations; identifies anomalies.
• Provides project coordination and/or leads assignments; tracks progress to ensure timely completion.
• Reads, summarizes, prioritizes incoming correspondence and information; screens items that can be handled independently.

Skills

MS Office

Typing

Data entry

Verbal communication

Written communication

Interpersonal skills

Confidentiality

Education

High School Diploma or GED required

Associate Degree preferred

Job description

Job Requirements

Under general supervision, provides administrative and project support to one or more executive staff members. Performs duties of a highly confidential nature that require comprehensive knowledge of the organizational policies and operations. Prepares and/or drafts confidential documents, sets up meetings and acts as an intermediary for executives.

Job Requirements

Under general supervision, provides administrative and project support to one or more executive staff members. Performs duties of a highly confidential nature that require comprehensive knowledge of the organizational policies and operations. Prepares and/or drafts confidential documents, sets up meetings and acts as an intermediary for executives.

Shift

• Day shift; 8:00 a.m. - 4:30 p.m. (other times or shift adjustments, as necessary)
• 1 Remote day available

Responsibilities And Tasks

• Acts as an intermediary for executives. Independently responds and refers telephone calls and inquiries as appropriate. Composes confidential correspondence, memoranda, charts, graphs and presentation material for formal presentations. Summarizes correspondence.
• Schedules and coordinates meetings, appointments, conferences, travel and lodging. Prepares agendas, assembles background material for meetings and briefs executives prior to meetings. Writes minutes for meetings and initiates follow-up.
• Compiles and reviews financial and/or statistical data for the departmental unit. Creates monthly justification reports for expenses of unit. Authorizes expenditure for petty cash distribution and other departmental funds.
• Monitors, maintains and balances departmental budget, grants, special funds and expense accounts. Assists with projections and preparation of budgetary recommendations and identifies and resolves anomalies.
• Provides coordination and/or leads projects and contributes to assignments; tracks progress to ensure work is completed in a timely manner.
• Provides information requiring comprehensive knowledge of institution policies and procedures and special issues. Anticipates executive’s course of action and facilitates problem resolution. Makes administrative decisions within authorized scope and refers decision-making when appropriate.
• Sets up and maintains various paper and electronic confidential filing systems in accordance with departmental procedures or The Joint Commission record keeping requirements. Carries out other administrative tasks as required; orders and negotiates cost of office supplies, equipment and maintenance contracts. Recommends cost savings where appropriate. Assists in the coordination of special events.
• Reads, summarizes and prioritizes incoming correspondence and information for review. Identifies background information as required. Screens out items that can be handled independently.

Education and Experience

• High School Diploma or equivalent (GED) required. Associate Degree is preferred.
• Five years progressively responsible secretarial experience including executive level administrative responsibilities.
• Experience working in a business, professional or health care environment is required.
• Familiarity with medical terminology is preferred.

Knowledge, Skills And Abilities

• PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required.
• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service.
• Knowledge of and ability to understand procedures, practices and policies and communicate administrative decisions to staff.
• Excellent filing and organization skills, with ability to prioritize own work and that of others.
• Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Ability to establish and maintain courteous and effective relationships, and demonstrate sensitivity and awareness of customer needs.