Executive Assistant

4 weeks ago

Rockville, United States Inteleos Inc Full time
Job DescriptionJob DescriptionDescription:

Overall Position Purpose

The Executive Assistant position exists to provide Inteleos with a wide range of executive support for the Chief Experience Officer, Councils, Foundation, work groups, and selected volunteer task forces. This position requires a high level of professionalism, confidentiality, and organizational skills to manage multiple tasks effectively in a dynamic environment. The Executive Assistant will promote and support the Inteleos culture of inclusivity.


Core Responsibilities

  • Provide executive-level administrative support to volunteer leadership of select Councils, Committees, and Foundation Task Forces;
  • Communicate and assist with incoming and outgoing electronic communications on behalf of Division Directors and Councils;
  • Participate in Council, Foundation Committee meetings, and conference calls;
  • Plan, organize, and assist with meetings, including logistics, attendee management, material preparation, meeting minutes, and follow up actions;
  • Co-facilitate division meetings to ensure smooth execution and follow-up on action items;
  • Interact with select Assessment Division Council, Committee, and Foundation members, and other leaders to assure timelines are met using electronic surveys and other tools;
  • Coordinate assigned projects and tasks with the Council, Foundation including appointments for committees, task forces, and other specified volunteer groups;
  • Coordinate, update, and execute corporate volunteer governance policies, procedures, ballot development, volunteer rosters and activities;
  • Execute, update, and maintain administrative operational policies, procedures, and standing policies;
  • Assist in budget tracking and management to ensure financial objectives are met and reported accurately;
  • Create and edit presentations for internal and external stakeholders;
  • Design and edit surveys for organizational feedback and data collection;
  • Work cohesively with the Inteleos Management Team to ensure executive strategies and objectives are executed;
  • Ensure processes and procedures are maintained and followed as required by ANSI for organizational accreditation;
  • Manage relationships and negotiations with vendors, ensuring the delivery of high-quality services and products; and
  • Other duties as assigned.


Inteleos Attributes

  • Accountable – taking ownership of your work and delivers results. Being responsible for your actions.
  • Collegial – being helpful, respectful, approachable, and team oriented. Building strong working relationships and a positive work environment. Consider the thoughts and opinions of others.
  • Ethical/Integrity– employee is honest and trustworthy when working with colleagues, volunteers, and other stakeholders. Lead by example.
  • Committed to:
  • Creating the global standard of excellence in healthcare and patient safety.
  • Excellence – Strive to excel in everything you do.
  • Quality – Taking the initiative, extra time, care, and vigilance to get the job done right.
  • Continuous Learning
  • Have a Positive “Can-do” Attitude-being ready, available and willing to get the job done and done well.

Supervisory Environment

  • Works under executive guidance, with considerable latitude in determining work objectives.
  • Makes decisions of considerable complexity on business or technical matters, often in ambiguous contexts. Decisions have medium and long-term impact on a significant organizational function and frequently impact the organization.
  • Incumbent has formal supervisory responsibility for work unit and/or external vendors and consultants.

Work Environment

The incumbent will work at a desk in an office environment or an approved remote location. This position may require evening and weekend hours, as well as occasional travel. There are minimal requirements to lift or move equipment.

Requirements:

Required Education/Experience

  • Associate degree, Certification, or equivalent;
  • Minimum of five years high level administrative support experience; and
  • Minimum of two years’ experience working with Board of Directors, Councils, and/or appointed Volunteer Committees.

Required Qualifications/ Skills

  • Ability to lead in a team environment, and act as role model and coach to all staff;
  • Excellent project management experience, including ability to develop, execute, and coordinator multiple project plans and adapt to unforeseen circumstances;
  • Ability to anticipate potential risks and develop appropriate mitigation strategies;
  • Comprehensive understanding of item development, test construction cycles, and assessment best practices;
  • Strong verbal, written, and collaborative skills to fulfill management level communication and correspondence;
  • Capable of analyzing problems rigorously and from all angles, showing sound practical judgment;
  • Ability to sustain a positive attitude in challenging situations;
  • Contributes to fostering a supportive and upbeat culture within the department and the organization as a whole;
  • Consistent attention to detail and follow-through skills;
  • Proficient in a variety of testing technologies, platforms, and functionalities;
  • Experienced in implementing technological solutions across all stages of the test development and delivery process;
  • Proficiency with budgeting; and
  • Intermediate knowledge of Microsoft Office Suite.

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