Executive Assistant (On-site: PACT Campus) Job at Kennedy Krieger Institute in B

Overview:

The Executive Assistant I will provide executive/administrative support to the Assistant Vice President/Executive Director (AVP/ED), Early Childhood Development and Education Center (EDEC). The incumbent will screen and prioritize communication from external and internal sources, maintain confidential and privileged information, construct and disseminate organizational communications with the voice and confidence of the AVP/ED, serve as a liaison with central Institute services for operational/site needs and requirements of EDEC, and organize and maintain the administrative operations for the AVP/ED

***This position is on-site, there is not a hybrid or remote option at this time.

Responsibilities:

1. Perform complex executive administrative support, to include managing the AVP/EDs daily schedule and activities (such as travel); gathering information and synthesizing findings into key points for leadership review and decision-making; developing internal staff presentations; maintaining and processing expense reports; developing and distributing meeting agendas and minutes; and creating, proofreading, distributing written communications, including monthly internal staff newsletters and memos, and supporting special projects as assigned.
2. Plan and coordinate special events, lectures, and visits from VIPs, foundations, donors, collaborators, and professional peers. Coordinate and schedule child enrollment visits and search committee meetings for new staff as needed. Serve as a host/ambassador for VIPs and visitors.
3. In collaboration with AVP/ED, define a communications management process which includes responding to both internal and external communications correspondence. Speak with a credible voice on behalf of the AVP/ED as needed.
4. Provide follow-up actions to assigned tasks and provides status updates/next steps as appropriate, including escalating issues to the AVP/ED for decision-making as needed.
5. Proactively manage calendar for allowance of preparation, participation, and transition between and amongst meetings as well as ensuring blocking for work deliverables and/or strategic needs. Establish routine meeting structures with key personnel and coordinate scheduling among other internal and external stakeholders. Manage scheduling conflicts and requests.
6. Prepare presentation spaces and meeting setups according to the preference of the AVP/ED and ensure all needed technology, materials, and notes are ready.
7. Serve as the site manager for building operations, to include implementing an informational organization system for both electronic and physical files, maintaining files and security of confidential information, developing and implementing office procedures and processes that support operations and changing organizational needs, continuously evaluating processes and making recommendations for improvement, establishing and overseeing processes for inventory and ordering of materials and supplies, ensuring supplies and equipment needs are maintained and tracked, and retaining expense record documentation.
8. Create and maintain a system to alert the AVP/ED of upcoming deadlines, incoming requests, key decision needs, and upcoming events in a proactive and responsive manner.
9. Responds to call and visits from staff, center and/or community partners, business associates, Institute colleagues, and the public at large. Determine urgency and priority of the situation, and bring matters to the attention of the AVP/ED as needed.
10. Establish and maintain effective working relationships and act as a liaison with executive leadership team, PACT Board, department personnel, internal Institute offices and officials, affiliated organizations, local community members/partners, and the general public.
11. Manage all PACT Board functions, to include scheduling meetings, providing requisite notices and invitations, agenda, and meeting notes, and subsequent follow-up activities. Support the AVP/ED to plan and prepare for formal and informal Board meetings and relationship management.
12. Remain knowledgeable about strategic goals and issues of importance to the AVP/ED in order to make informed decisions in all aspects of the job.

Qualifications:

EDUCATION:

• High school diploma or equivalent required.
• Associates degree or higher in Administration, Communications, Business Services, Para-Legal or related field highly preferred.

EXPERIENCE:

Minimum 4 years of previous administrative experience required, preferably in an executive, educational, clinical, and/or academic environment.

Benefits:

Kennedy Krieger Institute offers excellent benefits including medical, dental, vision, 401K with match, tuition reimbursement, free parking and child care subsidies! In addition, we offer rich professional development opportunities.

We require full COVID vaccination or documentation of medical and/or religious exemption(s) approval for this job as we are a?healthcare?institution committed to putting health and safety first for our patients, students, employees, and the communities we serve.

EOE/M/F/D/V