Executive Assistant to VP / Corporate Director

Administrative Assistant

Provides administrative and secretarial support to Vice President / Corporate Director / Senior Executive and provides assistance to other departmental professionals as needed. Completes specific work projects as assigned relative to MedStar's regional operations or needs. Provides informational support for evaluation or resolution of regulations, procedures or practices.

Primary Duties and Responsibilities

• Assists in care and maintenance of departmental equipment and supplies. Reviews orders of supplies from other members of the department. Prepares payment vouchers for goods and services received by the department. Acts as the liaison with the Purchasing Department.
• Assists with development and preparation of various reports and schedules under the direction of the Vice President / Corporate Director / Senior Executive or other department professionals. Attends designated committee / management meetings and takes minutes. Distributes correspondence and handles follow up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded.
• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards and safety standards. Complies with governmental and accreditation regulations.
• Coordinates adherence to deadlines and completion of special projects, correspondence, and reports. Coordinates and ensures completion of relevant surveys from licensing agencies, education, and public institutions. Coordinates external and in-house surveys as needed.
• Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Vice President / Corporate Director / Senior Executive and department. Ensures timely distribution of correspondence. Performs high level administrative duties including preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department.
• Handles, screens and prioritizes all telephone calls and correspondence directed to the supervisor. Reviews, prioritizes, and distributes interoffice and external mail. Provides assistance and direction to callers, visitors and staff as required.
• Maintains calendar and appointment schedule for the Vice President / Corporate Director / Senior Executive. Coordinates travel and hotel reservations for executives or other selected individuals as required.
• Maintains files for the Vice President / Corporate Director / Senior Executive and any applicable department files. Organizes and retrieves information on an ongoing basis.
• Coordinates all arrangements for conferences and committee meetings including notifying the participants, ensuring that necessary equipment is available, and coordinating catering. Reserves conference rooms and equipment, selects and orders refreshments / meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence.
• Participates in multidisciplinary quality and service improvement teams.
• Performs secretarial duties such as prepares correspondence through dictation, composes written material, including letters or memos, and proofreads material.
• Provides assistance with department budget tracking and reconciling financial statements.
• Provides research and administrative support to special projects. Prepares data on projects and studies may update procedure manuals or analyze department activities within the department.
• Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.
• Participates in meetings and on committees and represents the department and hospital / facility in community outreach efforts as appropriate.

Minimum Qualifications

Education

Experience

Knowledge, Skills, and Abilities

This position has a hiring range of $59,820 - $101,836