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Executive Assistant to the Chief Medical Officer

Company: March of Dimes
Location: Arlington
Posted on: April 18, 2019

Job Description:

Requisition Number
19-0096

Title
Executive Assistant to the Chief Medical Officer

Employment Type
Full Time Regular

City
Arlington

State
VA

Position Purpose

March of Dimes leads the fight for the health of all moms and babies. We re advocating for policies to protect them. We re working to radically improve the health care they receive. We re pioneering research to find solutions. We re empowering families with programs, knowledge and tools to have healthier pregnancies. By uniting communities, we re building a brighter future for us all.

We are dedicated to hiring a diverse workforce that fosters opportunities for personal and professional development. We provide a collaborative and supportive environment built upon our fundamental core principles where each employee is valued. Join us in the fight for healthy moms and strong babies.

Scope:

The Executive Assistant to the Chief Medical Officer will plan, organize and ensure sound execution of all of the CMO s daily activities and operations of the Mission Department. S/he will manage all internal and external logistics to ensure the CMOs seamless transitions and timely arrival at scheduled meetings and events as well as providing administrative support to prepare the essential materials for presentations, video/conference calls, board meetings, and meetings with donor/external partners. S/he will effectively coordinate with other administrative support staff and work collaboratively across all departments within the organization.

Position Responsibilities

Responsibilities:

Schedule & travel for Chief Medical Officer: Manage full calendar of all meetings and travel. Prepare in advance meeting materials with complete travel agendas. Make travel, hotel and car arrangements for all scheduled travel. Keep CMO prepared with full travel folder of itineraries, tickets, meeting agendas and related documents and emails for each trip. Set up and assist with video (Zoom) and phone conference calls both scheduling and invitations ahead of time as well as initiating each call and making sure proper invitations were sent and confirmed. Reconcile monthly expenses, complete expense reports and utilize corporate credit card expense tracking system.

Communication: Answer and direct phone calls, and provide customer service support on behalf of CMO and the department; Obtain information and return calls on behalf of CMO; Maintain internal and external contact lists; Initiate and prepare general correspondence and mailings; Open, organize and route daily incoming mail, and respond as necessary; Bring urgent items to SVP s attention; Exercise judgment in prioritizing requests and communications; Monitor multiple email accounts to stay on top of details for CMO activities and meetings

Organization: Create and maintain electronic filing system for CMO documents, presentations, correspondences, and workload. Process orders of office supplies and invoices. Monitor and ensure appropriate renewals for memberships and journals, maintain files for account and passwords.

Project Management: Assist in managing projects and initiatives within the Mission Department or organization wide projects that have Mission influence or components. Develop work plans for the project that takes it from start to completion and implementation. Ensure work plans stay on schedule, remain on budget and that key deliverables are being met.

Department Management: Facilitate structured and consistent inter and intradepartmental communication by ensuring routine/structured meetings are on CMHOs calendar; agendas and materials prepared and preparation time scheduled. Communicate with Office of President and VP Strategy routinely to stay abreast of key project deadlines; ensure deadlines are place on appropriate Mission Department staff calendars. Coordinate and manage the Board meeting preparation process and ensure deadlines on calendars and final materials packaged and sent to President s Office.

Presentations and documents: Create, update or edit PowerPoint presentations as directed by CMO and other senior staff. Review guidelines for deadline submissions as well as required format for presentations where applicable. Send presentations to appropriate recipients ahead of meetings. Edit documents and presentations as directed by CMO: Track changes, work on multiple drafts, and ensure compliance with any requirements needed.

Additional tasks: Manage administrative aspects in the Mission Department. Perform other general administrative and other ancillary duties as required

Position Qualifications

Qualifications:

* 5-7 years experience

* Four year college degree or equivalent experience

* Advanced knowledge of Office Suite- primarily Outlook, Excel and PowerPoint

* Conversant with mobile technology and social media platforms/applications

* Ability to produce an excellent work product under firm time constraints; prioritize and manage multiple, simultaneous projects and assignments.

* Strong ability to work independently and within a team environment, resourceful, organized, self-starter with excellent relationship building skills.

* Ability to juggle multiple projects, strong prioritization and time management skills, diplomatic and adaptable to changing situations and priorities.

* Strong verbal and written communication skills

March of Dimes provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

* Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
* Please view Equal Employment Opportunity Posters provided here.

Keywords: March of Dimes, Washington DC , Executive Assistant to the Chief Medical Officer, Healthcare , Arlington, DC

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