Executive Assistant - Hybrid Work Schedule - ( 2300017J )

Description The Executive Assistant (EA) is responsible for providing comprehensive administrative support to an assigned member of the HSCSN Leadership Team and their overseeing department in a fast-paced work environment. In this role, the EA will be the "right-hand person" to a Director and above and their team. Responsibilities include calendar management, drafting, reviewing, and sending communications on behalf of an Executive, organizing and preparing for meetings to include overseeing the logistics of the meeting, meeting recordings and note taking, communicating and coordinating with all levels of internal and external customers, receiving and screening phone calls, coordinating travel arrangements, maintaining various records, documents, and reports, assist in preparing departmental financial statements, requisition creation of POs for vendor payments, assist in coverage with the day-to-day front office operations to include lounge inventory and stocking, opening, sorting and distributing mail, incoming faxes, emails, and other correspondence, and working closely with HSCSN's Operations Manager.

This dynamic position requires the ability to anticipate needs, meet deadlines, think critically, and offer solutions to problems with a high level of professionalism and confidentiality, organizational, time management, self-direction, multitasking, and a detailed understanding of Microsoft Office Suite.

Qualifications Minimum Education
High School Diploma or GED (Required)
Bachelor's Degree (Preferred)

Minimum Work Experience
5 years Related administrative or project management 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.
Significant executive support experience, including supporting C-level executives.
Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
Ability to work under deadline pressures and to simultaneously handle multiple assignments and projects with speed and accuracy.
Problem-solving skills related to technical support and troubleshooting, and web-based applications
Professional maturity that daily sets the tone in carrying out the responsibilities of position.
High degree of honesty, integrity and confidentially.
Ability to recall and manage large amounts of information.
Strong verbal and written communication skills.
Strong ability to execute work with a diversity, equity, and inclusion lens
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, government staff, HSCSN enrollees and their caregivers, community leaders, and donors.
Exceptional organizational skills and impeccable attention to detail.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Excellent judgment is essential.
Ability to switch gears at a moment’s notice.

Job Functions
Administrative and Secretarial

• Responsible to schedule appointments and arrange meetings, conferences and travel; ensure the executive’s knowledge of 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.

• Provide sophisticated calendar management for assigned member of the HSCSN Leadership Team and their overseeing department.

• Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.

• Complete a broad variety of administrative tasks, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements, and completing expense and mileage reports.

• Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect President’s style and organization policy.

• Assist in preparing departmental financial statements and PO creations for vendor payments.

• Assist in coverage with the day-to-day front office operations to include lounge inventory and stocking, sorting, and distributing mail, faxes, e-mails, and other correspondences.

• Work closely with HSCSN's Operations Manager

Communication

• 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.

• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.

Office Technology

• 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 including office equipment, software applications, and information processing procedures

Safety

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

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Budgeting and Planning

• Assist in the formulation of budget, business planning, and related planning functions.

• Help track the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.

• Process invoices, reimbursements and other payments.

Customer Service

• Anticipate and responds to customer needs; follows up until needs are met

Organizational Accountabilities
Organizational Accountabilities (Staff)
Employee Excellence

• Demonstrates understanding of quality of service and collaborates with co-workers to ensure excellence standard is achieved

• Innovates through improvement of care and/or efficiency of operational processes.

• Dedicated to a standard of performance excellence and high quality

All In

• Embraces changes/improvements and actively participates in the implementation of new/improved programs, technology, new equipment, systems and resources that promote quality of care, safety and efficiency

• Identifies, prioritizes and selects alternative solutions to determine best outcome

Action Oriented

• Maintains a high level of activity/productivity, meeting deadlines and appropriately prioritizing tasks to meet business demands

• Anticipates problems and attempts to solve before they develop

Supervisory Responsibilities

• None

Blood Borne Pathogen Exposure

• Category III: Job does not involve exposure to blood, body fluids, non-intact skin or tissue specimens. Incumbent does not perform or help in emergency medical care or first aid as a part of his/her job.

Protected Health Information Access Level

• Level I - No Access Incumbents in this job are restricted from access to protected health information.

Working Environment

• This job operates in an office environment.

Physical Requirements

• Sedentary Work: Lifting 10 lbs. maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one that involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.

Travel Requirements

• None

Primary Location : District of Columbia-WASHINGTON

Work Locations : HSCSN Vermont Location 1101 Vermont Ave NW Washington 20005

Job : Administrative Support / Customer Service

Organization : HSC W/Special Needs

Position Status : R (Regular) - FT - Full-Time

Shift : Day

Work Schedule : 8:00am - 4:30pm

Job Posting : May 10, 2023, 9:37:32 AM