Executive Assistant

2 weeks ago

Washington, United States Children's National Hospital Full time

**Description**

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.

**Qualifications**

**Minimum Education**
Bachelor's Degree (required) Or Equivalent experience over and above the work experience requirement may be substituted on a 1:1 basis.

**Minimum Work Experience**
4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment (required)

**Required Skills/Knowledge**
Familiarity with organizational and departmental structures, policies and practices
Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of people
Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environment
Ability to consider multiple variables to determine proper course of action.
Exercise good judgment in handling sensitive and confidential
information and situations.

**Functional Accountabilities**
**Administrative and Secretarial**
- Responsible 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.

**Communications**
- Serve 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 Technology**

**Safety**
- Speak up when team members appear to exhibit unsafe behavior or performance
- Continuously validate and verify information needed for decision making or documentation
- Stop in the face of uncertainty and takes time to resolve the situation
- Demonstrate accurate, clear and timely verbal and written communication
- Actively promote safety for patients, families, visitors and co-workers
- Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

**Organizational Accountabilities**
**Budgeting and Planning**
- May 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/Identification**
- Partner in the mission and upholds the core principles of the organization
- Committed to diversity and recognizes value of cultural ethnic differences
- Demonstrate personal and professional integrity
- Maintain confidentiality at all times

**Customer Service**
- Anticipate and responds to customer needs; follows up until needs are met

**Teamwork/Communication**
- Demonstrate collaborative and respectful behavior
- Partner with all team members to achieve goals
- Receptive to others’ ideas and opinions

**Performance Improvement/Problem-solving**
- Contribute to a positive work environment
- Demonstrate flexibility and willingness to change
- Identify opportunities to improve clinical and administrative processes
- Make appropriate decisions, using sound judgment

**Cost Management/Financial Responsibility**
- Use resources efficiently
- Search for less costly ways of doing things

**Organizational Accountabilities (Staff)**
**Organizational Commitment/Identification**
Teamwork/Communication
Performance Improvement/Problem-solving
Cost Management/Financial Responsibility
Safety

**Prim

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