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 seeks an executive administrative assistant to support two or more system executives (VP, SVP and above). Under limited supervision, you handle confidential information, coordinate schedules, track workflows, and ensure paperwork is completed efficiently with appropriate follow-up.

Responsibilities include managing communications, drafting correspondence and briefing materials, coordinating meetings and travel, and preparing minutes.

Qualifications

• High School Diploma or GED required; Bachelor's or Associate's degree preferred.
• 7 years progressively responsible administrative/secretarial experience, including at least 2 years executive level responsibilities.
• Experience in business, professional or health care environment preferred.

Responsibilities

• Acts as intermediary for executives, interacts with high-level contacts requiring discretion.
• Independently composes correspondence, memoranda and presentation material with knowledge of policies and procedures.
• Coordinates and maintains executive schedules, meetings and travel; briefs executives on agenda issues.
• Manages special projects, conducts background research and tracks deadlines.
• Compiles and analyzes financial/statistical data; prepares reports and tracks reporting requirements.
• Coordinates and implements special events including invitations and AV/refreshments.
• Performs other administrative tasks; orders supplies and negotiates contracts when needed.

Education

High School Diploma or GED

Bachelor's or Associate's degree in business management/administration, Secretarial Sciences 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.

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.