Executive Assistant

Medstar Research Institute Columbia , MD 21044

Posted 1 week ago

Job Summary Provides secretarial and administrative support to a Senior Vice President or Vice President. Minimum Qualifications Education/Training Associate#s degree, or an equivalent combination of formal secretarial training and experience. # Experience 3 years progressively responsible related experience. # License/Certification/Registration No special certification, registration or licensure is required. # Knowledge, Skills # Abilities Excellent verbal and written communication skills. Basic computer skills preferred. Primary Duties and Responsibilities Assists in care and maintenance of departmental equipment and supplies. Reviews orders of supplies from other members of the department. Prepares payment vouchers for goods and services received by the department. Acts as liaison with Purchasing Department. Assists with development and preparation of various reports and schedules under the direction of the Vice President or department professionals. Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulation. Coordinates adherence to deadlines and completion of special projects, correspondence, and reports. Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Vice President and department. Handles, screens and prioritizes all telephone calls and correspondence directed to the supervisor. Reviews, prioritizes, and distributes interoffice and external mail. Provides assistance and direction to callers, visitors and staff as required. Maintains calendar and appointment schedule for the Senior Vice President or Vice President. Performs secretarial duties, prepares correspondence through dictation, composes written material, including letters or memo, using a word processor and/or typewriter, and proofreads material. Maintains files for the Vice President and any applicable division files. Organizes and retrieves information on an ongoing basis. Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded. Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence. Performs other duties as assigned. Serves as secretary performing clerical duties including transcribing, preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department. Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.

  • Job Summary

  • Provides secretarial and administrative support to a Senior Vice President or Vice President.

  • Minimum Qualifications

  • Education/Training

  • Associate's degree, or an equivalent combination of formal secretarial training and experience.


  • Experience

  • 3 years progressively responsible related experience.


  • License/Certification/Registration

  • No special certification, registration or licensure is required.


  • Knowledge, Skills & Abilities

  • Excellent verbal and written communication skills. Basic computer skills preferred.

  • Primary Duties and Responsibilities

  • Assists in care and maintenance of departmental equipment and supplies. Reviews orders of supplies from other members of the department. Prepares payment vouchers for goods and services received by the department. Acts as liaison with Purchasing Department.

  • Assists with development and preparation of various reports and schedules under the direction of the Vice President or department professionals.

  • Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulation.

  • Coordinates adherence to deadlines and completion of special projects, correspondence, and reports.

  • Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Vice President and department.

  • Handles, screens and prioritizes all telephone calls and correspondence directed to the supervisor. Reviews, prioritizes, and distributes interoffice and external mail. Provides assistance and direction to callers, visitors and staff as required.

  • Maintains calendar and appointment schedule for the Senior Vice President or Vice President. Performs secretarial duties, prepares correspondence through dictation, composes written material, including letters or memo, using a word processor and/or typewriter, and proofreads material.

  • Maintains files for the Vice President and any applicable division files. Organizes and retrieves information on an ongoing basis. Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded.

  • Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence.

  • Performs other duties as assigned.

  • Serves as secretary performing clerical duties including transcribing, preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department.

  • Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.

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Executive Assistant

Medstar Research Institute