Executive Assistant

Job Description - Executive Assistant (240002GE)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.QualificationsMinimum EducationBachelor's Degree (Required) or equivalent experience over and above the work experience requirement may be substituted on a 1:1 basis. (Required)Minimum Work Experience4 years related administrative/clerical experience, preferably in a challenging and fast-paced environment (Required). Experience should 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 (Required).Project coordination experience (Preferred).Required Skills/KnowledgeFamiliarity with organizational and departmental structures, policies and practices.Strong oral and written communication skills necessary to interact diplomatically and tactfully with diverse groups of people.Ability to interact with all levels of internal and external customers with the highest level of professionalism in a fast-paced and confidential environment.Proficiency with MS Office and other computer applications as required.Ability to consider multiple variables to determine the proper course of action.Exercise good judgment in handling sensitive and confidential information and situations.Functional AccountabilitiesAdministrative 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 AccountabilitiesBudgeting 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 the value of cultural and 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.Use resources efficiently.Search for less costly ways of doing things.Primary Location : District of Columbia-WashingtonWork Locations : CN Hospital (Main Campus) 111 Michigan Avenue NW Washington 20010Job : Non-Clinical ProfessionalPosition Status : R (Regular) - FT - Full-TimeShift : DayWork Schedule : 8-4:30Job Posting : Sep 13, 2024, 3:18:16 PMFull-Time Salary Range : 52728 - 87859.2Childrens National Hospital is an equal opportunity employer that evaluates qualified applicants without regard to race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender identity, or other characteristics protected by law.Please note that it is the policy of Children's National Hospital to ensure a “drug-free” work environment: a workplace free from the illegal use, possession, or distribution of controlled substances (as defined in the Controlled Substances Act), or the misuse of legal substances, by all staff (management, employees, and contractors).

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