Executive Assistant - Corporate

University of Maryland Medical System Corporation; Baltimore (MD); On-site; USD 65,000 - 90,000; Full time

Job summary

University of Maryland Medical System Corporation seeks an experienced executive administrative professional to support two or more system executives, including VP level and above. The role requires independent problem solving, confidential handling of materials, and proactive follow-up on tasks.

The position covers complex calendar management, travel coordination, and preparation of briefing materials and reports. Strong organizational skills and discretion are essential to succeed.

Qualifications

• High School Diploma or equivalent (GED) required; Bachelor's or associate's degree in business management/administration, Secretarial Sciences or related field is strongly preferred.
• 7 years progressively responsible administrative/secretarial experience (including at least 2 years executive level responsibilities) in a business, professional, government, or health care environment is required.
• Experience working in a business, professional or health care environment is preferred.

Responsibilities

• Acts as an intermediary for executives with discretion and initiative.
• Independently composes correspondence, memoranda, and presentation material.
• Coordinate and maintain executive schedules; prepare agendas and minutes; brief executives on issues.

Skills

Executive support

Discretion

Calendar management

Travel coordination

Education

Bachelor's degree preferred

Associate's degree considered

Tools

Microsoft Office

PowerPoint

Excel

Job description

Job Requirements Under limited supervision provides executive administrative support to two or more system executives (VP, SVP, and above). Performs duties, sometimes of a confidential nature, that require comprehensive knowledge of the organizational policies and operations. Regularly required to resolve complex administrative problems independently. Coordinates executive schedule, tracks workflow, ensures paperwork is completed efficiently and appropriate follow up is provided.

Principal Responsibilities and Tasks

• 1. Acts as an intermediary for executives. Interacts with high-level contacts requiring considerable discretion and initiative. Makes decisions on specific operating problems within authorized scope.
• 2. Independently composes correspondence, memoranda, documentation and presentation material on a wide variety of subjects requiring discretion and a thorough knowledge of policies and procedures. Reviews, summarizes and responds to documents as required.
• 3. Coordinates and maintains executive schedules; anticipates executives' course of action. Schedules and coordinates meetings, appointments and travel arrangements. Compiles agenda and briefing material; briefs executive on pertinent agenda issues and prepares minutes for meetings. Acts as point-person for follow-up on meetings, projects and initiatives.
• 4. Manages special projects and assignments. Carries out background research on emerging issues, tracks progress and deadlines to ensure work is completed in a timely manner, and identifies areas which require executives' immediate attention.
• 5. Compiles, analyzes and verifies complex financial and/or statistical data. Prepares financial/ operational reports, analyzes progress and adverse trends and provides recommendations. Responsible for tracking deadlines and reporting requirements.
• 6. Coordinates and implements special events: publicity, invitations, audio-visual, and/or refreshments.
• 7. Carries out other administrative tasks as required; orders and or negotiates office supplies, equipment and maintenance contracts, recommends cost savings where appropriate.

Work Experience

• 1. High School Diploma or equivalent (GED) required. Bachelor's or associate's degree in business management/administration, Secretarial Sciences or related field is strongly preferred.
• 2. 7 years progressively responsible administrative/secretarial experience (including at least 2 years executive level administrative responsibilities), in a business, professional, government, or health care environment is required.
• 3. Experience working in a business, professional or health care environment is preferred.