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Senior Executive Support Specialist

2 months ago

Linthicum Heights Maryland, United States University of Maryland Medical System Full time
Job Overview

I. General Summary

Under minimal supervision, provides high-level administrative assistance to multiple senior executives within the organization. This role involves handling tasks that may be confidential and require an in-depth understanding of the organization's policies and operations. The position regularly addresses complex administrative challenges independently and ensures the smooth operation of executive schedules and workflows.

II. Key Responsibilities


The following points outline the essential functions associated with this role. They are not exhaustive but represent the primary duties expected of personnel in this classification.


  • Serves as a liaison for executives, engaging with high-profile contacts while exercising significant discretion and initiative. Makes informed decisions regarding specific operational challenges within the authorized framework.
  • Independently drafts correspondence, memoranda, documentation, and presentation materials on a diverse range of topics, necessitating discretion and a comprehensive understanding of organizational policies and procedures. Reviews, summarizes, and responds to documents as necessary.
  • Coordinates and manages executive calendars; anticipates the needs of executives. Schedules and organizes meetings, appointments, and travel logistics. Prepares agendas and briefing materials; informs executives about pertinent agenda items and records minutes for meetings. Acts as the primary contact for follow-up on meetings, projects, and initiatives.
  • Oversees special projects and assignments. Conducts background research on emerging issues, monitors progress and deadlines to ensure timely completion of tasks, and identifies areas requiring immediate executive attention.
  • Gathers, analyzes, and verifies intricate financial and/or statistical information. Prepares financial and operational reports, evaluates progress and potential challenges, and offers recommendations. Responsible for tracking deadlines and compliance with reporting requirements.

Event Coordination:
Organizes and implements special events, including publicity, invitations, audio-visual arrangements, and refreshments.

  • Performs additional administrative tasks as needed; manages the procurement of office supplies, equipment, and maintenance contracts, and suggests cost-saving measures where applicable.

Knowledge, Skills, and Abilities

  • Proven ability to address a variety of complex issues effectively.
  • Proficient in PC usage with advanced skills in Microsoft Office Suite and Internet applications. Excellent typing and data entry capabilities are essential.
  • Strong verbal, written, and interpersonal communication skills to effectively engage with external stakeholders, medical staff, colleagues, patients, and visitors, fostering positive working relationships that enhance customer service.
  • Comprehensive understanding of procedures, practices, and policies, with the ability to communicate administrative decisions to staff.
  • Exceptional organizational skills, with the ability to prioritize personal tasks and those of others.
  • Capacity to maintain confidentiality, work under pressure, manage multiple tasks, and meet deadlines.
  • Adept at establishing and maintaining courteous and effective relationships while demonstrating sensitivity to customer needs.