Executive Office Manager
3 weeks ago
We’re making Maryland stronger
With roots that go as far back as 1895, the UM Rehab & Ortho Institute continues to be a pioneer in orthopedics and neurological disorders. From bones to brains, our cutting-edge hospital heals even the most serious of injuries, specializing in everything from total joint replacement to spinal cord injuries and neurological condition. In total, our 141-bed facility welcomes over 3,000 patients every year. As the state’s largest provider of inpatient rehabilitation services, we offer some of the most advanced therapies for stroke, spinal cord injury, traumatic brain injury, orthopedic and sports injury, among many others.
An Executive Office Manager is responsible for office management of the Executive Suite, including culture and engagement, and orientation, mentoring, training, and oversight of Executive Assistants. Performs complex and responsible duties of a highly confidential nature that require comprehensive knowledge of the organizational policies and operations. Regularly required to resolve complex administrative problems independently. Provides executive support under limited supervision to the Board of Directors in key strategic, operational and administrative activities. Coordinates the Board of Directors’ schedule, meetings, agendas, workflow, and ensures paperwork is completed and appropriate follow up is carried out. May act as liaison for community relations and activities, including coordination of events and activities, and related tickets and perquisites.
- Actively leads and manages the Executive Office and Executive Assistants who support multiple executive leaders of organization across a variety of functions to motivate the team toward the completion of goals; creating a culture of engagement, camaraderie, support and service. Responsible for leading the creation of standard operating procedures and leading the orientation, training, mentoring and onboarding of new Executive Assistants. Conducts performance evaluations and creates growth and development plans with direct input of executive leaders.
- Ensures that the Executive Office makes customers and their needs a primary focus; taking appropriate immediate action to meet customer needs and concerns, and that each member takes personal responsibility to resolve questions and issues.
- Oversees special projects, assignments and strategic work. Carries out background research on emerging issues, tracks progress and deadlines to ensure work is completed in a timely manner, and identifies areas that require an executive’s immediate attention.
- Compiles, analyzes and verifies complex financial and/or statistical data. Prepares financial and operational reports, analyzes progress and adverse trends and makes appropriate recommendations or conclusions.
- Ensures policies and procedures of the Executive Office are up-to-date and modified in accordance with system objectives and changes to process, etc. Reviews current practices and implements recommendations as appropriate.
- Oversees use of a document management process, including incoming correspondence, reports and other written materials; and maintains paper and electronic filing systems in accordance with departmental procedures and record keeping requirements.
- Coordinates special events, tickets and perquisites, with internal and external contacts as needed: space, time, background materials, publicity, invitations, audio-visual, and/or refreshments.
- Manages and coordinates efforts in preparation for Board meetings and committee meetings; prepares documents, reports and information for review.
- Acts as an intermediary for the Board of Directors on behalf of the organization and the Executive Office. Interacts with high-level contacts requiring considerable discretion and initiative. Makes decisions on specific operating problems within authorized scope.
- Supports the Board and the Executive Office in the development of key relationships (internal and external) to promote the organization and to coordinate special projects at the direction of the Board. Independently composes confidential correspondence, memoranda, documentation and presentation material on a wide variety of subjects requiring a thorough knowledge of the policies and procedures. Reviews, summarizes and responds to documents as required.
- Functions as a liaison to representatives external to the organization, including federal, state and local government, the private sector and a diverse group of stakeholders.
- Answers questions from others regarding Board action; handles many inquiries, including substantive questions requiring research or technical knowledge. Receives telephone calls, emails and other communications and handles on behalf of the Board or Executive Office, triaging and appropriately referring to other senior leaders.
- Coordinates and maintains executive schedules; anticipates the Board’s needs and course of action. Schedules and coordinates meetings, appointments and travel arrangements. Compiles agenda and briefing material; briefs Chief Executive Officer on pertinent agenda issues and prepares minutes for meetings. Point-person for follow-up on meetings, projects and initiatives.
- High School Diploma or equivalent (GED) is required. Bachelor’s Degree is preferred.
- Seven years of experience as an Executive Assistant to CEO, senior executive or chief of staff is required.
- At least 3 years of office manager experience for senior management in a large organization is required, including hiring, supervising, and managing performance of others.
- At least one-year experience working in a healthcare environment is preferred.
- Familiarity with medical terminology is preferred.
IV. Knowledge, Skills and Abilities
- PC literate with advanced proficiency in Microsoft Office Suite (including Word, Excel and PowerPoint), the Internet and comfortable with information systems and databases (intranet, SharePoint, and dashboard reporting. Excellent typing and data skills are required.
- Demonstrated high emotional intelligence, and ability to decompress stressful situations, understand and capture critical information, elements, nuances and decision points, and exercise sound discretion and judgment
- Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service.
- Proactively works in partnership with others to achieve a common goal or necessary objective; builds rapport and cooperative relationships with others.
- Proven ability to manage others successfully, build highly engaged and high-performing teams, and positively shape his/her environment.
Additional Information
All your information will be kept confidential according to EEO guidelines.
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