Executive Assistant

General Summary

The Executive Assistant reports to the Chief of Staff of the administration department and provides administrative support to multiple Vice Presidents/Executive-level staff. The Executive Assistant works to ensure that their Executives are properly prepared for all meetings and activities, are kept informed of all pertinent and critical information with the utmost discretion, and that the Executive’s calendars are monitored and maintained for accuracy in order to help support the Executive’s with meeting deadlines and goals for their division and the organization.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Manages and executes multiple projects at one time, as assigned by the Executive’s.
• Oversees and maintains an accurate calendar for the Executive’s, schedules meetings/conference calls, plans special events, and, screens requests from external customers to evaluate the critical nature of meeting requests.
• Prepares the Executives in advance of meetings and events by collaboratively reviewing the Executive’s schedule during one-one-meetings, print and collate meeting materials, and effectively communicate urgent issues directly to the Executive’s in a timely manner in order to keep them informed of any and all changes.
• Works closely with key hospital stakeholders to coordinate and execute conference room set up, catering needs, and, audio/visual equipment support for the Executive’s meetings and events.
• Works closely with the Executive’s leadership team to provide administrative support and guidance, on an as-needed basis.
• Acts as the Executive’s liaison to proactively address issues that arise within the Executive’s division, coordinates necessary support from key stakeholders, and, serves as the point-person to facilitate the resolution of issues independently.
• Creates all necessary meeting materials and documents, including but not limited to, PowerPoint presentations, Excel spreadsheets and graphs, meeting agenda’s, letters, memorandum’s and email announcements.
• Addresses highly-sensitive information with the utmost discretion, professionalism and confidentially.
• Performs all other administrative functions, including but not limited to, receives and screens incoming phone calls, greets guests and visitors in a warm and welcoming manner, processes invoices for payment, orders office supplies, attends and takes meeting minutes, proofreads documents for grammar and accuracy, transcribes documents and recordings, retrieves mail, filing, photocopying, and coordinates travel arrangements in a timely and thorough manner.

When you come to the University of Maryland St. Joseph Medical Center, you’re coming to more than simply a beautiful 37-acre, 218-bed suburban Baltimore, Maryland campus. You’re embarking on a professional journey that encourages opportunities, values a team atmosphere, and makes convenience and flexibility a priority. Joining our team of healthcare professionals means you’ll be contributing to a locally and nationally recognized institution. UM St. Joseph has been recognized by The Leapfrog Group as a grade ‘A’ hospital and by U.S. News & World Report as #3 in both the state and Baltimore Metro area, making UM St. Joseph the highest-ranking community hospital in Maryland. In addition, we’ve been consistently recognized as a top employer by Baltimore magazine. 

Education and Experience

• Bachelor’s / Associate’s / Technical Degree in Business Management, Marketing or Secretarial Science (Preferred).  Or, equivalent relevant work experience in lieu of degree.
• 4 -6 years of Administrative Assistant/Secretarial experience (Required)
• High School Diploma or GED (Required)

Knowledge, Skills and Abilities

• Proficient skill set in the following Microsoft Office applications – Outlook, Word, Excel and PowerPoint.
• Knowledge of Skype or Skype for Business (preferred).
• Proficient written and verbal communication skills.
• Knowledge of correct English usage, grammar, spelling and punctuation.
• Reliable, self-motivated, positive, respectful and trustworthy.
• Willingness to undertake new responsibilities, participate in continuing education programs and be flexible with, and, supportive of change.
• Ability to problem-solve, make decisions and take initiative independently with minimal supervision.
• Ability to conduct oneself in a professional manner with decorum and discretion in appearance, communication and attitude.
• Ability to work at a fast-pace with a sense of urgency.
• Ability to maintain the highest level of organization and attention to detail.
• Ability to maintain composure during highly-stressful, time-sensitive situations.
• Ability to work collaboratively in a team environment and form productive professional relationships with coworkers and key stakeholders in order to be resourceful and successful.
• Ability to direct, review and evaluate the work of coworkers and other employees in a manner that aligns with our organization’s core values – reverence, integrity, compassion and excellence.

All your information will be kept confidential according to EEO guidelines.

 Compensation

• Pay Range: $28.82-$40.35
• Other Compensation (if applicable):

Review the 2024-2025 UMMS Benefits Guide