Children's National Hospital
Executive Assistant
Children's National Hospital, Washington, District of Columbia, us, 20022
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. (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).
Required Skills/KnowledgeProject coordination experience (Preferred)Familiarity 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 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 performanceContinuously validate and verify information needed for decision making or documentationStop in the face of uncertainty and takes time to resolve the situationDemonstrate accurate, clear and timely verbal and written communicationActively promote safety for patients, families, visitors and co-workersAttend 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 upholds the core principles of the organizationCommitted to diversity and recognizes the value of cultural and ethnic differencesDemonstrate personal and professional integrityMaintain confidentiality at all times
Customer ServiceAnticipate and respond to customer needs; follows up until needs are met
Teamwork/CommunicationDemonstrate collaborative and respectful behaviorPartner with all team members to achieve goalsReceptive to others’ ideas and opinions
Performance Improvement/Problem-solvingContribute to a positive work environmentDemonstrate flexibility and willingness to changeIdentify opportunities to improve clinical and administrative processesMake appropriate decisions, using sound judgment
Cost Management/Financial ResponsibilityUse resources efficientlySearch for less costly ways of doing things
Primary LocationDistrict of Columbia-Washington
Work LocationsCN Hospital (Main Campus)
JobNon-Clinical Professional
OrganizationPatient Services
Position StatusR (Regular)
ShiftDay
Work Schedule8-4:30
Job PostingSep 13, 2024, 8:48:16 PM
Full-Time Salary Range52728
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Minimum 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).
Required Skills/KnowledgeProject coordination experience (Preferred)Familiarity 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 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 performanceContinuously validate and verify information needed for decision making or documentationStop in the face of uncertainty and takes time to resolve the situationDemonstrate accurate, clear and timely verbal and written communicationActively promote safety for patients, families, visitors and co-workersAttend 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 upholds the core principles of the organizationCommitted to diversity and recognizes the value of cultural and ethnic differencesDemonstrate personal and professional integrityMaintain confidentiality at all times
Customer ServiceAnticipate and respond to customer needs; follows up until needs are met
Teamwork/CommunicationDemonstrate collaborative and respectful behaviorPartner with all team members to achieve goalsReceptive to others’ ideas and opinions
Performance Improvement/Problem-solvingContribute to a positive work environmentDemonstrate flexibility and willingness to changeIdentify opportunities to improve clinical and administrative processesMake appropriate decisions, using sound judgment
Cost Management/Financial ResponsibilityUse resources efficientlySearch for less costly ways of doing things
Primary LocationDistrict of Columbia-Washington
Work LocationsCN Hospital (Main Campus)
JobNon-Clinical Professional
OrganizationPatient Services
Position StatusR (Regular)
ShiftDay
Work Schedule8-4:30
Job PostingSep 13, 2024, 8:48:16 PM
Full-Time Salary Range52728
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