Executive Assistant - Corporate

University of Maryland Medical System; Baltimore (MD); On-site; USD 70,000 - 100,000; Full time

Job summary

University of Maryland Medical System is seeking an experienced executive administrative professional to support two or more system executives. The role requires coordinating complex schedules, preparing materials, and managing confidential information with discretion.

Responsibilities include travel coordination, project management, and producing financial/operational reports. Requires strong communication and organizational skills in a professional health-care environment.

Qualifications

• Requires 7 years of progressively responsible admin/secretarial experience, including 2+ years at executive level.
• Experience in health care, business, or government environments preferred.
• Bachelor's or associate degree strongly preferred.

Responsibilities

• Act as intermediary for executives with discretion and initiative.
• Independently compose correspondence and briefing materials.
• Coordinate and maintain executive schedules, meetings, travel arrangements, and prepare minutes.
• Manage special projects, background research, track deadlines and ensure timely completion.
• Prepare financial/operational reports and analyze progress or adverse trends.
• Coordinate special events: publicity, invitations, AV, and refreshments.
• Order, negotiate, and manage office supplies, equipment, and maintenance contracts.

Skills

Executive support

Schedule management

Documentation & correspondence

Discretion & confidentiality

Travel coordination

Education

High school diploma or equivalent

Bachelor's/Associate degree in business administration or related field

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.

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

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• 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.
• 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.
• 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.
• 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.
• 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.
• Coordinates and implements special events: publicity, invitations, audio-visual, and/or refreshments.
• Carries out other administrative tasks as required; orders and or negotiates office supplies, equipment and maintenance contracts, recommends cost savings where appropriate.

Work Experience

• 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 administrative responsibilities), in a business, professional, government, or health care environment is required.
• Experience working in a business, professional or health care environment is preferred.