Executive Assistant to VP

General Summary of Position

Provides administrative and secretarial support to two of our Vice Presidents in Human Resources and provides assistance to other departmental professionals as needed. Completes specific work projects assigned relative to Med Star’s operations or needs. Provides informational support for evaluation or resolution of regulations, procedures or practices.

• 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.
• 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 reports and documents. 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. Responsible for invoice processing and tracking. Assures that confidential information and activities are handled discreetly and classified information is safeguarded.
• 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 Executive and any applicable department files. Organizes and retrieves information on an ongoing basis. Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow-up related to the meetings as required.
• Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence.
• 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.
• Arranges and participates in meetings as required and represents the department and hospital in a professional manner. Participates in multi-disciplinary quality and service improvement teams.
• Orders appropriate event related items as requested (i.e., flowers, catering, etc.).

• High School Diploma or GED equivalent Required
• Associate's degree Preferred
• An equivalent combination of formal secretarial training/education and experience strongly Preferred

• 4 years administrative/secretarial experience Required

• Typing, taking and transcribing minutes.
• Advanced Microsoft skills to include Word, Excel, Outlook, PowerPoint, etc.
• Ability to compose general correspondence and ability to maintain strict confidentiality.
• Excellent interpersonal skills, including verbal and written communications.

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