Executive Assistant to the Assistant Vice President

3 weeks ago

MD United States Kennedy Krieger Institute Full time

Job Summary:

The Executive Assistant to the Assistant Vice President/Executive Director will provide high-level administrative support to the leadership team at the Kennedy Krieger Institute. This role requires a highly organized and detail-oriented individual who can manage complex schedules, coordinate events, and maintain confidential information.

Key Responsibilities:

  1. Manage the daily schedule and activities of the Assistant Vice President/Executive Director, including travel arrangements and expense reports.
  2. Coordinate special events, lectures, and visits from VIPs, foundations, donors, collaborators, and professional peers.
  3. Develop and implement a communications management process, including responding to internal and external correspondence.
  4. Provide follow-up actions and status updates on assigned tasks, escalating issues to the Assistant Vice President/Executive Director as needed.
  5. Proactively manage the calendar to ensure preparation, participation, and transition between meetings, as well as blocking time for work deliverables and strategic needs.
  6. Prepare presentation spaces and meeting setups according to the preference of the Assistant Vice President/Executive Director.
  7. Serve as the site manager for building operations, including implementing an informational organization system for electronic and physical files, maintaining confidentiality, and developing office procedures.
  8. Create and maintain a system to alert the Assistant Vice President/Executive Director of upcoming deadlines, incoming requests, and key decision needs.
  9. Respond to calls and visits from staff, center and/or community partners, business associates, Institute colleagues, and the public at large.
  10. Establish and maintain effective working relationships with executive leadership team, PACT Board, department personnel, internal Institute offices and officials, affiliated organizations, local community members/partners, and the general public.
  11. Manage all PACT Board functions, including scheduling meetings, providing notices and invitations, agenda, and meeting notes, and subsequent follow-up activities.

Qualifications:

High school diploma or equivalent required. Associates degree or higher in Administration, Communications, Business Services, Para-Legal or related field highly preferred. Minimum 4 years of previous administrative experience required, preferably in an executive, educational, clinical, and/or academic environment.

Benefits:

The Kennedy Krieger Institute offers excellent benefits, including medical, dental, vision, 401K with match, tuition reimbursement, free parking, and child care subsidies. Rich professional development opportunities are also available.

We require full COVID vaccination or documentation of medical and/or religious exemption(s) approval for this job as we are a healthcare institution committed to putting health and safety first for our patients, students, employees, and the communities we serve.

EOE/M/F/D/V

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