Children's National Hospital
Executive Assistant
Children's National Hospital, Silver Spring, Maryland, United States, 20900
The Executive Assistant performs a wide range of administrative and secretarial responsibilities to support the Vice President/Senior Vice President in a challenging and fast-paced work environment. Perform duties of a highly responsible and confidential nature. Work independently under general guidance. Responsibilities may include communication and coordination with all levels of internal and external customers, receiving and screening calls, correspondence and/or visitors, making travel and meeting arrangements, preparing correspondence, complex documents and reports. May oversee and guide the work of others.
Minimum EducationBachelor's Degree (Required) Or Equivalent experience over and above the work experience requirement may be substituted on a 1:1 basis.
Minimum Work Experience4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment (Required)
Required Skills/KnowledgeFamiliarity with organizational and departmental structures, policies and practicesStrong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of peopleAbility to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environmentProficiency with MS Office and other computer applications as requiredAbility to consider multiple variables to determine proper course of action.Exercise good judgment in handling sensitive and confidential information and situations.
Functional Accountabilities
Administrative and SecretarialResponsible for scheduling appointments and arranging meetings, conferences and travel. Ensure the executive’s knowledge of schedule 24 hours in advance. May create meeting agenda, sit in meetings and take minutes.Organize and maintain files of the executive’s correspondence and records, following up on pending matters with limited direction and providing feedback in a timely manner.Facilitate and expedite workflow within the executive’s scope of oversight; initiate follow-up action as needed.Research information requests under some general guidance. Under the instruction of the executive, may compile data elements into reports as needed.May perform some Office Manager duties; may oversee and guide the workflow of lower level staff; prioritize and coordinate project(s), and follow through on issues in a timely manner.
CommunicationsServe 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; answers routine inquiries and furnishes information to save the executive’s time.
Office TechnologyPrepare routine documents (e.g. letters and memos) using Word, Excel or PowerPoint. May prepare complex documents requiring the integration of multiple office technology and software applications.Utilize various software and/or learn new computer applications to meet unique work needs and improve productivity.May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.
SafetySpeak 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 take 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 PlanningMay 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/IdentificationPartner in the mission and uphold 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 ServiceAnticipate and respond to customer needs; follows up until needs are met.
Teamwork/CommunicationDemonstrate collaborative and respectful behavior.Partner with all team members to achieve goals.Receptive to others’ ideas and opinions.
Performance Improvement/Problem-solvingContribute 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 ResponsibilityUse resources efficiently.Search for less costly ways of doing things.
Primary LocationMaryland-Silver Spring
Work LocationsInventa Towers
JobNon-Clinical Professional
OrganizationOperations
Position StatusR (Regular)
ShiftDay
Work Schedule8:30a - 5p
Job PostingJan 31, 2024, 11:27:06 PM
#J-18808-Ljbffr
Minimum EducationBachelor's Degree (Required) Or Equivalent experience over and above the work experience requirement may be substituted on a 1:1 basis.
Minimum Work Experience4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment (Required)
Required Skills/KnowledgeFamiliarity with organizational and departmental structures, policies and practicesStrong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of peopleAbility to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environmentProficiency with MS Office and other computer applications as requiredAbility to consider multiple variables to determine proper course of action.Exercise good judgment in handling sensitive and confidential information and situations.
Functional Accountabilities
Administrative and SecretarialResponsible for scheduling appointments and arranging meetings, conferences and travel. Ensure the executive’s knowledge of schedule 24 hours in advance. May create meeting agenda, sit in meetings and take minutes.Organize and maintain files of the executive’s correspondence and records, following up on pending matters with limited direction and providing feedback in a timely manner.Facilitate and expedite workflow within the executive’s scope of oversight; initiate follow-up action as needed.Research information requests under some general guidance. Under the instruction of the executive, may compile data elements into reports as needed.May perform some Office Manager duties; may oversee and guide the workflow of lower level staff; prioritize and coordinate project(s), and follow through on issues in a timely manner.
CommunicationsServe 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; answers routine inquiries and furnishes information to save the executive’s time.
Office TechnologyPrepare routine documents (e.g. letters and memos) using Word, Excel or PowerPoint. May prepare complex documents requiring the integration of multiple office technology and software applications.Utilize various software and/or learn new computer applications to meet unique work needs and improve productivity.May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.
SafetySpeak 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 take 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 PlanningMay 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/IdentificationPartner in the mission and uphold 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 ServiceAnticipate and respond to customer needs; follows up until needs are met.
Teamwork/CommunicationDemonstrate collaborative and respectful behavior.Partner with all team members to achieve goals.Receptive to others’ ideas and opinions.
Performance Improvement/Problem-solvingContribute 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 ResponsibilityUse resources efficiently.Search for less costly ways of doing things.
Primary LocationMaryland-Silver Spring
Work LocationsInventa Towers
JobNon-Clinical Professional
OrganizationOperations
Position StatusR (Regular)
ShiftDay
Work Schedule8:30a - 5p
Job PostingJan 31, 2024, 11:27:06 PM
#J-18808-Ljbffr