Sr Executive Assistant

Job Description - Sr Executive Assistant (260000IY)

Job Description

Description

The Senior Executive Assistant provides high-level administrative support to the Executive Vice President and CIO of the Information Services Department in a dynamic, fast-paced environment. This role requires exceptional organizational skills, discretion, and the ability to manage complex and confidential tasks independently with minimal guidance.

Executive Support: Manage heavy calendar scheduling, coordinate meetings across multiple time zones, and handle all aspects of travel planning and logistics.

Communication & Coordination: Serve as a liaison between the Executive Vice President and internal/external stakeholders, ensuring timely and professional communication.

Document Preparation: Draft, edit, and prepare correspondence, reports, presentations, and other materials with a high degree of accuracy and professionalism.

Operational Support: Submit and track expenses, process timecards, and manage office supplies and resources.

Project & Program Involvement: Support strategic initiatives and special projects, with opportunities to lead or coordinate program activities.

Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.

Team

Collaboration:

Provide guidance to staff and collaborate effectively with cross-functional teams.

There are 2 on-site locations this role will report to depending on executive’s schedule:

Children’s National Hospital – 111 Michigan Ave., NW Washington D.C.

Children’s National Inventa Campus – 1 Inventa Pl, Silver Spring, MD

• Bachelor's Degree (Required)

• Relevant experience beyond the minimum required work experience may substitute for the educational requirement on a 1-to-1 ratio (i.e., one year of relevant work experience equals one year of required education).

• Minimum

Work Experience:

5 years Related administrative or secretarial experience, preferably in a challenging and fast-paced environment (Required).

• Required Skills/Knowledge:
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.

• Responsible to schedule appointments and arrange meetings, conferences and travel; ensure the executive’s knowledge of the schedule 24 hours in advance; may create meeting agendas, sit in meetings and take minutes.

• Organize and maintain the executive’s correspondence and records, follow up on pending matters with limited direction and provide feedback in a timely manner.

• Facilitate and expedite workflow within the executive’s scope of oversight; initiate follow-up action as needed.

• Research a wide variety of information requests independently; analyze and interpret data from a variety of sources, and prepare trends and status reports for the executive.

• 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.

• Answer routine inquiries, and obtain/furnish information to save the executive’s time.

• Organize and prepare complex documents requiring the integration of multiple office technology and software applications.

• Integrate varying software and learn new computer applications to meet unique work needs and improve productivity.

• May serve as a resource to others on a variety of subjects to include office equipment, software applications, and information processing procedures.

• Prioritize and manage/coordinate project(s), and follow through on issues in a timely manner.

• Delegate tasks to lower-level staff as needed.

• May oversee and guide the workflow of lower-level staff.

• Speak up when team members appear to exhibit unsafe behavior or…