Executive Assistant

General Summary of Position Provides secretarial and administrative support to a Senior Vice President, Vice President, MedStar AVP or assigned Senior Executive.
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 care and maintenance of departmental equipment and supplies.
Reviews orders of supplies from other members of the department.
Prepares payment vouchers for goods and services received by the department.
Acts as liaison with Purchasing Department, Finance, Payroll, Accounts Payable and HR as needed.
Assists with development and preparation of various reports and schedules under the direction of the Senior Executive or department professionals.
Coordinates adherence to deadlines and completion of special projects, correspondence, and reports.
Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Senior Executive and department.
Arranges and ensures proper department staff coverage at all times.
May coordinate department staff meetings and scheduling relating to project work requests from within or outside corporate office.
Reserves conference rooms and equipment, selects catering/meal orders and sets-up meeting space professionally.
Composes meeting notices and correspondence.
Coordinates all logistics for conference calls and/or web based meeting platforms.
Handles, screens and prioritizes all telephone calls and correspondence directed to the supervisor.
Reviews, prioritizes, and distributes interoffice and external mail.
Provides assistance and direction to callers, visitors and staff as required.
Maintains calendar and appointment schedule for the Senior Executive.
Performs secretarial duties, prepares correspondence through dictation, composes written material, including letters or memo, using a word processor and/or typewriter, and proofreads material.
Maintains files for the Senior Executive and any applicable division files.
Organizes and retrieves information on an ongoing basis.
Attends designated committee/management meetings and takes minutes.
Distributes correspondence and handles follow up related to the meetings as required.
Assures that confidential information and activities are handled discreetly and classified information is safeguarded.
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 proper maintenance of meeting and training rooms to include: furniture upkeep, cleanliness, catering needs and AV equipment in good working order.
Ensures timely distribution of correspondence.
Serves as secretary performing clerical duties including transcribing, preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department.
May create and maintain department related databases, publications and documentation.
May process department expense reports, and track, monitor, and approve invoices.
Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority.
Exercises independent judgment with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.
May manage the Performance Appraisal process for department staff, ensuring all staff evaluations are completed within deadlines.
Participates in meetings and on committees and represents the department and hospital in community outreach efforts.
Participates in multi-disciplinary quality and service improvement teams.
Minimum Qualifications Education Associate's degree required or an equivalent combination of formal secretarial training and experience.
Why MedStar Health? At MedStar Health, we understand that our ability to treat others well begins with how we treat each other.
We work hard to foster an inclusive and positive environment where our associates feel valued, connected, and empowered.
We live up to this promise through: Strong emphasis on teamwork - our associates feel connected to each other and our mission as an organization.
In return, our effective team environment generates positive patient outcomes and high associate satisfaction ratings that exceed the national benchmark.
Strategic focus on equity, inclusion, & diversity - we are committed to equity for all people and communities.
We continue to build a diverse and inclusive workplace where people feel a sense of belonging and the ability to contribute to equitable care delivery and improved community health outcomes at all levels of the organization.
Comprehensive total rewards package - including competitive pay, generous paid time off, great health and wellness benefits, retirement savings, education assistance, and so much more.
More career opportunities closer to home - as the largest healthcare provider in the Baltimore-Washington, D.
C.
region, there are countless opportunities to grow your career and fulfill your aspirations.
About MedStar Health MedStar Health is dedicated to providing the highest quality care for people in Maryland and the Washington, D.
C.
, region, while advancing the practice of medicine through education, innovation, and research.
Our team of 32,000 includes physicians, nurses, residents, fellows, and many other clinical and non-clinical associates working in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest home health provider in the region, and highly respected institutes dedicated to research and innovation.
As the medical education and clinical partner of Georgetown University for more than 20 years, MedStar Health is dedicated not only to teaching the next generation of doctors, but also to the continuing education, professional development, and personal fulfillment of our whole team.
Together, we use the best of our minds and the best of our hearts to serve our patients, those who care for them, and our communities.
It’s how we treat people.
MedStar Health is an Equal Opportunity (EO) Employer and assures equal opportunity for all applicants and employees.
We hire people to work in different locations, and we comply with the federal, state and local laws governing each of those locations.
MedStar Health makes all decisions regarding employment, including for example, hiring, transfer, promotion, compensation, benefit eligibility, discipline, and discharge without regard to any protected status, including race, color, creed, religion, national origin, citizenship status, sex, age, disability, veteran status, marital status, sexual orientation, gender identity or expression, political affiliations, or any other characteristic protected by federal, state or local EO laws.
If you receive an offer of employment, it is MedStar Health's policy to hire its employees on an at-will basis, which means you or MedStar Health may terminate this relationship at any time, for any reason.