Executive Assistant II

University of Maryland Medical System; Glen Burnie (MD); On-site; USD 50,000 - 70,000; Full time

Job summary

The University of Maryland Medical System is seeking an Executive Secretary to provide advanced administrative support to executive leadership in Glen Burnie, Maryland. This role encompasses project coordination, process improvement, and maintaining executive schedules.

The ideal candidate should have a strong administrative background, exceptional organizational skills, and ability to manage confidential information effectively. With a focus on enhancing operational efficiency, the Executive Secretary will play a pivotal role in supporting strategic initiatives and facilitating communication.

Qualifications

• Minimum of three years of experience as an Executive Secretary or Assistant to Senior Management is required.
• Five years of administrative experience in healthcare administration is preferred.

Responsibilities

• Provide high-level administrative support to executive leadership.
• Coordinate and track projects to support departmental goals.
• Develop and maintain standardized processes to improve efficiency.
• Facilitate communication across departments and liaise between executives and stakeholders.

Skills

Advanced Microsoft Office Suite proficiency

Strong verbal and written communication skills

Effective organization and multitasking

Confidentiality and discretion

Education

Associate’s degree or equivalent administrative experience

Bachelor’s degree in communications, business, healthcare administration or related field

Job description

Job Summary

Working under limited supervision provides advanced administrative support to executive leadership, playing a key role in enhancing efficiency, coordination, and execution of strategic priorities. This role goes beyond traditional administrative support to include project coordination, process improvement, and cross-functional collaboration.

Job Requirements

The position requires strong judgment, initiative, and the ability to manage complex workflows while maintaining a high level of professionalism and discretion.

Primary Responsibilities

• Provide high-level administrative support to executive leadership, including complex calendar management, meeting prioritization, and strategic time management
• Coordinate and track projects, initiatives, and deliverables to support departmental and organizational goals
• Develop, implement, and maintain standardized processes, templates, and tools to improve administrative efficiency
• Prepare presentations, reports, and briefing materials for leadership meetings and initiatives
• Facilitate communication and coordination across departments, serving as a liaison between executives and key stakeholders
• Support planning and execution of leadership meetings, retreats, and strategic sessions
• Monitor deadlines, follow-ups, and action items to ensure timely completion of work
• Identify opportunities to streamline workflows and improve processes across the administrative function
• Maintain confidentiality and exercise discretion when handling sensitive information
• Perform all other duties as assigned.

Education & Experience - Required

• Associate’s degree or equivalent administrative experience
• Minimum of three years of experience as an Executive Secretary or Assistant to Senior Management is required.

Education & Experience - Preferred

• Bachelor’s degree in communications, business, healthcare administration or related field
• Five years of administrative experience in healthcare administration or related field

Knowledge, Skills, & 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 work
• 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.