Sr Executive Assistant

MedStar Health’s Washington Hospital Center; Washington (District of Columbia); On-site; USD 80,000 - 153,000; Full time

Job summary

A leading healthcare institution in Washington, D.C. seeks an Executive Administrative Support professional. This role involves high-level administrative tasks, supporting the Executive Vice President, and coordinating department functions. An ideal candidate will have strong organizational skills and significant experience in an executive support capacity, contributing to the effectiveness of leadership initiatives.

Qualifications

• 5-7 years executive level administrative support experience required.
• Ability to work independently and as part of a team.
• Excellent written and verbal communication skills.

Responsibilities

• Provides high-level administrative and secretarial support to Executive Vice President.
• Coordinates and confirms meetings, prepares time cards, and manages office routines.
• Manages department financials including budgets and variance tracking.

Skills

Communication

Organizational Skills

Creativity

Self-Direction

Education

Associate's degree or equivalent secretarial training

Tools

Various computer software applications

Job description

General Summary of Position
Provides high-level administrative and secretarial support to Executive Vice President. Completes specific work projects as assigned relative to corporate system-wide operations or specific department needs, providing informational support for evaluation or resolution of regulations, procedures, or practices. Serves as confidential secretary liaison and assists with responsibilities related to the Board of Directors, leadership committees, and the leadership team. Provides and leads support to both internal and external contacts with a high level of professionalism and in a manner that reflects positively on the organization.

Primary Duties and Responsibilities

Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.

Assists in the strategic planning of both short and long-range plans.

Composes correspondence, reports, memoranda, special projects, technical papers, and related material. Takes and transcribes a variety of dictated materials. Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.

Coordinates and completes relevant surveys from licensing agencies, education, and public institutions. Conducts external and in-house surveys for competitiveness and product comparisons.

Gathers, investigates, researches, analyzes, and studies activities affecting corporate-wide or intra/inter-departmental operations. Reviews, updates, and communicates policies and regulations. May compile material for submitting applications to various agencies, TJC surveys, etc.

Manages administrative support routine of the executive office. Coordinates office coverage. Prepares time cards and payroll data. Schedules and supervises temporary administrative support services or volunteers as workload requires.

Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence.

Schedules appointments and assembles pertinent material for scheduled meetings and seminars. Records meeting minutes to maintain an accurate record of decisions.

As assigned, serves as department financial manager (DFM), responsible to oversee the budgets including detailed data collections and tracking, budget compliance, and timely payment of invoices. Enters and balances the budget and tracks variances for the monthly financial analysis.

Performs general office responsibilities such as orders and maintaining office supplies and equipment, answers the telephone and provides information in accordance with company policy, screens calls, mail, and visitors assists staff with notarization of applications, letters of certification, etc.

Takes initiative to determine appropriate action and resolution of various day-to-day matters, issues, and projects when determined to be within the scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of the appropriate party with recommended action.

Participates in meetings and on committees and represents the department in community outreach efforts. Participates in multi-disciplinary quality and service improvement teams. As assigned, supports Command Center activities, to include quarterly drills/training, inventory control of equipment, maintenance of records and documentation related to emergency situations.

Minimum Qualifications
Education

• Associate's degree or an equivalent combination of formal secretarial training and experience required

Experience

• 5-7 years Executive level administrative support experience required

Licenses and Certifications

• No special certification, registration or licensure required

Knowledge, Skills, and Abilities

• Advanced proficiency of various computer software applications.
• Excellent written and verbal communication skills.
• Creativity and ability to organize and handle many details.
• Ability to work independently as a self-directed individual and as part of a team.

This position has a hiring range of $80,995 - $152,027