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Executive Assistant (HYBRID)

Company: MedStar Southern Maryland Hospital Center
Location: Washington
Posted on: May 16, 2022

Job Description:

This position is hybrid after successful 90 day probationary period, allowing for up to 1-2 days per week of remote work. Bulk of time (3-4 days per week) will be spent on-site in the officein Washington, DC.Job SummaryProvides administrative support to Vice President and provides assistance to other departmental professionals. Serves as a project manager for administrative projects within the departments. Works independently as a liaison with vendors, regulatory agencies and may handle all facility needs. Responsible for managing and overseeing administrative functions for respective areasMinimum QualificationsEducation/Training: Associate's degree, or an equivalent combination of formal administrative assistant and experience. Bachelor's degree preferred.Experience: 4 years administrative/secretarial experience.License/Cert/Reg: No special certification, registration or licensure required.Knowledge, Skills & Abilities:Strong leadership and interpersonal skills, with sound judgement and ability to multi-task in a fast paced, high pressure work environment. Significant aptitude in independent and proactive problem solving and effective and efficient utilization of resources. Effective service-oriented approach. Strong written and verbal communication, computer, analytical, and organizational skills. Ability to work independently and as a member of the team , working effectively with all levels of the organization, from senior executive level executives, senior leadership team to associates. Proficient in Microsoft Office applications particularly Excel and PowerPoint and other IT related systems and applications.Primary Duties and Responsibilities1. Assists in care and maintenance of departmental equipment and supplies. Reviews orders of supplies from other members of the department. Prepares invoices received by the department. Acts as liaison with Purchasing Department.2. Assists with development and preparation of various reports and schedules under the direction of the Vice President or department professionals.3. 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 regulation.4. Coordinates adherence to deadlines and completion of special projects, correspondence, and reports.5. May ensure smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Vice President and department.6. Ensures smooth office operations by triaging issues/concerns being raised to the Vice President by other operational areas. Will perform additional data gathering to assist the Vice President in resolving the issue.7. Ensures timely distribution of correspondence. Performs high level administrative duties including preparing correspondence and maintaining confidential records; assists departmental professionals in the functions of the department. 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.8. 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.9. Maintains calendar and appointment schedule for the Vice President. Prepares correspondence, composes written material, including letters or memo, and proofreads materials.10. Maintains files for the Vice President and any applicable division files. Attends designated committee/management meetings and takes minutes as requested. 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.11. 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.12. Provides research and administrative support to special projects. Prepares data on projects and studies may update procedure manuals or analyze department activities within the department.13. 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.14. May coordinate all office services and equipment including deliveries, repair service calls, courier services, postage machine replenishment, mail, supply ordering and maintenance, etc.15. Coordinates onboarding materials and supplies for new hires.16. May coordinate parking and transportation stipend program.17. Fosters positive relationships with vendors and regulatory agencies.18. Participates in multidisciplinary quality and service improvement teams.19. Performs other duties as assigned.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 30,000 associates and 5,400 affiliated physicians work in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest visiting nurse association 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 is dedicated not only to teaching the next generation of doctors, but also to the continuing education and professional development of our whole team.MedStar Health offers diverse opportunities for career advancement and personal fulfillment.

Keywords: MedStar Southern Maryland Hospital Center, Washington DC , Executive Assistant (HYBRID), Other , Washington, DC

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