Executive Assistant

Job Summary

Reporting to one or more C-Level Executives/or their designee, the Executive Assistant is responsible for managing the day-to-day administrative operations for Clinical Operations and Medical Affairs department, including but not limited to administrative, managerial and technical support for systems, processes, communications, meetings and other related activities. 

Under supervision and/or direction, the Executive Assistant is responsible for providing leadership, oversight and guidance for the day-to-day administrative operations for one or more departments.

Contacts and interactions vary and may involve multiple constituencies such as direct interaction with THC’s executive management, community organizers, the general public, THC’s patients, physicians, colleagues, assigned staff, vendors, contractors and consultants for the purpose of providing and exchanging information.

Example of Essential Job Functions

•    Manage the day-to-day administrative functions of the department, including but not limited to calendar management, travel arrangements, executive time management, scheduling virtual and in-person meetings, telephone coverage/screening, presentations, generating correspondence, mail handling, as well as inventory and supply control. 

•    Manage department’s correspondence, including confidential documents, files and records.

•    Resolve/respond to complaints and inquiries; assist in composing replies.   

•    Monitor and approve payroll, time entry and other related activities for assigned staff.

•    Coordinate the scheduling and planning of meetings and special events for the department and resolve any related logistical or other issues.

•    Assist the department with various reports by providing statistical and other related data.

•    Assist with developing, formulating and implementing policies and other related activities. 

•    Assist with the development and implementation of strategic and tactical plans, operational goals and objectives. 

•    Assist with the development and compilation of departmental budget, monitoring expenditures and preparation of monthly reports. 

•    Ensure compliance with THC’s rules, regulations and established standards.

•    Schedule, assign, inspect and review work of assigned staff to ensure work is performed according to established standards. 

•    Identify, develop and recommend professional development needs/opportunities and coordinate/conduct training. 

•    Assist with departmental recruitment/interviewing, recommendation to hire as well as onboarding. 

•    Serve as liaison to external and internal stakeholders on behalf of department and represent the department as well THC in a variety of activities. 

•    Oversee the preparation and collection of materials prepared for action by department head(s), superiors and/or leadership. 

•    Draft and proofread special memoranda, letters, reports, and other related material. 

•    Analyze and reconcile department expenditures.

Minimum Education, Training and Experience Required

Bachelor’s degree from an accredited college/university in Business or a related field and/or any combination of education, training, and experience providing understanding of the field and the ability to perform the duties of the job. Three to five years of progressively responsible administrative/managerial experience preferably at an FQHC, hospital, health-center or similar environment, supervising and/or leading the work of others.

Required Knowledge, Skills and Abilities

Knowledge of FQHC operations, operating principles, guidelines and bylaws. Excellent leadership, customer service, organizational and presentation skills as well as the ability to effectively communicate THC’s vision, and motivate others to achieve it organizationally, departmentally, and personally/professionally. Ability to communicate effectively (verbally and in writing). Ability to plan and organize work initiatives to successfully accomplish center/organizational goals and objectives. Ability to multi-task, prioritize and delegate as appropriate. Strong analytical, problem solving and interpersonal skills. Ability to identify, develop and implement short/long-term strategic goals and objectives. Ability to develop and maintain customer relationships; influence, build credibility and trust. Ability to think critically as well as apply critical thinking skills. Ability to: ensure and advocate for quality healthcare and services; and, lead and manage a diverse staff. 

Licenses and Certifications

None.

Physical Demands 

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls.

Ability to effectively use and operate various items of office related equipment, such as, but not limited to: personal computer, calculator, copier, and fax machine.

Ability to lift, carry, push or pull heavy objects in excess of 75lbs as well as squat, walk, climb, bend, crouch, stoop, kneel, stand, grasp, reach, pull and repetitive motions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment 

Work is typically performed in an office setting or a variety of environments and conditions including offices, mechanical rooms, confined spaces, and other circumstances that include increased physical risk and exposure to adverse environmental conditions. 

Designation as Essential Personnel

Yes

****This job is on site only****

COVID Vaccination Required: 

The Maryland Department of Health issued a directive effective Wednesday, September 1, 2021, employees required to show proof of [a] first dose or single dose of COVID-19 vaccination.” This mandate makes the requirements effective for every healthcare system in the state.