Senior Executive Assistant

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 munication & 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.Work Environment: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, MDMinimum EducationBachelor'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 Experience5 years Related administrative or secretarial experience, preferably in a challenging and fast-paced environment (Required)Required Skills/KnowledgeDemonstrate 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.Functional Accountabilities:Administrative and SecretarialResponsible 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 anize 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.May perform some Office Manager municationServe as a liaison to other executives, assistants, internal and external municate 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.Office TechnologyOrganize and prepare complex documents requiring the integration of multiple office technology and software tegrate 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.Project Management/ CoordinationPrioritize 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.SafetySpeak up when team members appear to exhibit unsafe behavior or performanceContinuously validate and verify information needed for decision making or documentationStop in the face of uncertainty and takes time to resolve the situationDemonstrate accurate, clear and timely verbal and written communicationActively promote safety for patients, families, visitors and co-workersAttend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performanceOrganizational AccountabilitiesBudgeting and PlanningAssist 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.May process invoices, reimbursements and other anizational Commitment/IdentificationPartner in the mission and upholds the core principles of the organizationCommitted to diversity and recognizes value of cultural ethnic differencesDemonstrate personal and professional integrityMaintain confidentiality at all timesCustomer ServiceAnticipate and responds to customer needs; follows up until needs are metTeamwork/CommunicationDemonstrate collaborative and respectful behaviorPartner with all team members to achieve goalsReceptive to others’ ideas and opinionsPerformance Improvement/Problem-solvingContribute to a positive work environmentDemonstrate flexibility and willingness to changeIdentify opportunities to improve clinical and administrative processesMake appropriate decisions, using sound judgmentCost Management/Financial ResponsibilityUse resources efficientlySearch for less costly ways of doing things #J-18808-Ljbffr

Created: 2025-09-18