Executive Assistant Job Listing at MedStar Medical Group in Columbia, MD (Job ID req35306)

Description

General Summary of Position

In this role, you will provide executive administrative support to the Vice President, Corporate Director or assigned Executive to maintain the goals of high quality and service.  This is a hybrid role, with onsite work requirements at MedStar Health's Corporate Headquarters in Columbia, MD.  

Job Description:

• Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical or office staff in a manner to best serve the needs of the assigned Executive. Provides back-up support for assigned staff by performing their job responsibilities when required to ensure office procedures run smoothly.
• Provides executive administrative support for all projects by performing analyses and preparing appropriate supporting documentation to support and assist the executive leadership team. Coordinates adherence to deadlines and completion of special projects, correspondence, and reports. Provides executive administrative support by developing and refining presentations as required by members of the executive leadership team.
• Assists with development and preparation of various reports and schedules under the direction of the assigned Executive or department professionals.
• Orders office supplies for administrative office according to established protocols to ensure supplies are available within cost effective guidelines. 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.
• 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 assigned Executive. Performs secretarial duties, prepares correspondence through dictation, composes written material, including letters or memos, and proofreads material.
• Maintains files for the assigned Executive and any applicable department 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 timely distribution of correspondence.
• 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.

Qualifications

• High School Diploma or GED is required, Associate's Degree is preferred. 
• Minimum of one year of executive support experience, preferably in healthcare setting.
• Excellent verbal and written communication skills.
• High proficiency in Microsoft Office suite of products.
• Excellent organizational and filing skills; demonstrated problem-solving, interpersonal skills.

This position has a hiring range of $58,656 - $98,384