Sr Executive Assistant- CMO Job at Children's National Medical Center in Wa
Children's National Medical Center, Washington, DC, United States
The Senior Executive Assistant performs a wide range of high level administrative and secretarial responsibilities to support the Executive Vice President in a challenging and fast-paced work environment. Perform duties of a highly responsible and confidential nature. Work independently with minimal guidance. Responsibilities may include communication and coordination with all levels of internal and external customers, receive and screen calls, correspondence and/or visitors, make travel and meeting arrangements, prepare correspondence, complex documents and reports. May oversee and guide the work of others.
Minimum Education
Bachelor's Degree (Required)
Minimum Work Experience
5 years Related administrative or secretarial experience, preferably in a challenging and fast-paced environment (Required)
Required Skills/Knowledge
Demonstrate proven ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi-disciplinary meetings, and organize files and correspondence.
Functional Accountabilities
Administrative and Secretarial
* Responsible to schedule appointments and arrange meetings, conferences and travel; ensure the executive's knowledge of schedule 24 hours in advance; may create meeting agendas, sit in meetings and take minutes.
* Organize and maintain the executive's correspondence and records, follow up on pending matters with limited direction and provide feedback in a timely manner .
* Facilitate and expedite workflow within the executive's scope of oversight; initiate follow-up action as needed.
* Research a wide variety of information requests independently; analyze and interpret data from a variety of sources, and prepare trends and status reports for the executive.
* May perform some Office Manager duties.
Communication
* Serve as a liaison to other executives, assistants, internal and external customers.
* Communicate and/or coordinate the executive's instructions and desires with various individuals and/or departments/divisions; furnish and obtain information from others as needed.
* Receive and screen calls, correspondence, and/or visitors for the executive.
* Answer routine inquiries, and obtain/furnish information to save the executive's time.
Office Technology
* Organize and prepare complex documents requiring the integration of multiple office technology and software applications.
* Integrate varying software and learn new computer applications to meet unique work needs and improve productivity .
* May serve as a resource to others on a variety of subjects to include office equipment, software applications, and information processing procedures.
Project Management/ Coordination
* Prioritize and manage/coordinate project(s), and follow through on issues in a timely manner.
* Delegate tasks to lower level staff as needed.
* May oversee and guide the workflow of lower level staff.
Safety
* Speak up when team members appear to exhibit unsafe behavior or performance
* Continuously validate and verify information needed for decision making or documentation
* Stop in the face of uncertainty and takes time to resolve the situation
* Demonstrate accurate, clear and timely verbal and written communication
* Actively promote safety for patients, families, visitors and co-workers
* Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
Organizational Accountabilities
Budgeting and Planning
* Assist in the formulation of budget, business planning, and related planning functions.
* Help track the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.
* May process invoices, reimbursements and other payments.
Organizational Commitment/Identification
* Partner in the mission and upholds the core principles of the organization
* Committed to diversity and recognizes value of cultural ethnic differences
* Demonstrate personal and professional integrity
* Maintain confidentiality at all times
Customer Service
* Anticipate and responds to customer needs; follows up until needs are met
Teamwork/Communication
* Demonstrate collaborative and respectful behavior
* Partner with all team members to achieve goals
* Receptive to others' ideas and opinions
Performance Improvement/Problem-solving
* Contribute to a positive work environment
* Demonstrate flexibility and willingness to change
* Identify opportunities to improve clinical and administrative processes
* Make appropriate decisions, using sound judgment
Cost Management/Financial Responsibility
* Use resources efficiently
* Search for less costly ways of doing things
Organizational Accountabilities (Staff)
Organizational Commitment/Identification
Teamwork/Communication
Performance Improvement/Problem-solving
Cost Management/Financial Responsibility
Safety