Executive Assistant

Job Description

Executive Assistant (260001FA)

Salary Range: $52,728–$87,859.20

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. This position is highly responsible and confidential, working independently under general guidance.

Perform duties including communication and coordination with all levels of internal and external customers, receiving and screening calls, correspondence and visitors, making travel and meeting arrangements, preparing correspondence and complex documents and reports. Oversee and guide the work of others.

Schedule appointments and arrange meetings, conferences and travel, ensuring the executive’s knowledge of schedule 24 hours in advance. Create meeting agendas, 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 general guidance and compile data into reports as needed.

• Perform some Office Manager duties; oversee and guide the workflow of lower level staff; prioritize and coordinate projects and follow through on issues in a timely manner.
• Serve as a liaison to other executives, assistants, internal and external customers.
• Communicate and 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 visitors for the executive; answer routine inquiries and furnish information to save the executive’s time.
• Prepare routine documents (letters, memos) using Word, Excel, or PowerPoint. Prepare complex documents requiring integration of multiple office technology and software applications.
• Utilize various software and learn new computer applications to meet unique work needs and improve productivity.
• Serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.
• Attend carefully to important details, practicing Stop, Think, Act, and Review to self‑check behavior and performance.

Minimum Education:

Bachelor's Degree (or relevant experience substituted on a 1-to‑1 ratio). Minimum

Work Experience:

4 years related administrative/clerical experience in a challenging and fast‑paced environment.

Experience should demonstrate proven ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi‑disciplinary meetings, and organize files and correspondence.

Project coordination experience is preferred.

• Familiarity with organizational and departmental structures, policies and practices.
• Strong oral and written communication skills necessary to interact diplomatically and tactfully with diverse groups of people.
• Ability to interact with all levels of internal and external customers with the highest level of professionalism in a fast‑paced and confidential environment.
• Proficiency with MS Office and other computer applications as required.
• Ability to consider multiple variables to determine proper course of action, exercise good judgment in handling sensitive and confidential information and situations.

• Administrative and Secretarial
• Communications
• Office Technology
• Safety

Speak up when team members exhibit unsafe behavior or performance. Continuously validate and verify information needed for decision making or documentation. Stop in the face of uncertainty and take time to resolve the situation. Demonstrate accurate, clear, and timely verbal and written communication. Actively promote safety for patients, families, visitors, and co‑workers.

District of Columbia, Washington, Washington

Administrative Support / Customer Service