Executive Assistant

Job Title: Executive Assistant

Location: Baltimore, MD

Duration: 3 Months with a potential to convert once eligible

Schedule: Onsite; 8AM -4:30PM, Flexibility on start time if preferred by contractor (7AM-9AM start)

Required Qualifications

Education: Associate's Degree

Experience:

- 4 years of administrative experience in a finance, business, professional, government, or healthcare environment.

Other Requirements:

- Someone who is energetic, autonomous and confident in their abilities

- Comfortability with engaging with Executive/C-Suite leadership is a MUST

-It's a BIG plus for this candidate to understand government legislation and regulation in a healthcare setting.

- Self starter

- PC literate with advanced proficiency in Microsoft Office Suite and Internet. Excellent typing and data entry skills are required.

- Highly effective verbal, written, and interpersonal skills to communicate effectively with medical staff, colleagues, patients, and/or visitors to establish working relationships that foster quality customer service.

- Excellent filing and organization, ability to prioritize own work and that of others.

- Ability to maintain confidentiality, work under pressure, handle multiple tasks, and meet related deadlines.

- Demonstrated ability to problem-solve a wide variety of complex issues.

- Ability to establish and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs.

- Current or prior experience supporting CFOs, VPs of Finance, Controllers, or finance teams.

- Has experience and is comfortable with financial terminology and confidentiality.

- Has managed calendars around budget cycles, board meetings, and audits.

- Experience preparing or formatting financial reports, decks, or spreadsheets.

- Is familiar and has experience with expense management, POs, invoices, and vendor coordination.

- Has strong Excel skills (more than basic).

JOB RESPONSIBILITES:

1. Triage and manage information flow and priorities on behalf of the executive. Flag important action items and timelines to facilitate decision-making.

2. Remains abreast of the executives’ current priorities and coordinates their schedule accordingly. Schedules and arranges meetings, appointments, and travel arrangements. Briefs executive on pertinent agenda items and records meeting minutes. Tracks and follows-up on action items.

3. Independently creates and/or compiles materials for key meetings and discussions. Develops briefings, agendas, talking points, slide decks, announcements, and correspondence.

4. Manage and facilitate the workflow for the executive.

5. Manage meetings and event logistics, including: selecting the location and menus, working with leaders to establish the agenda, determining participants, and creating and tracking the budget. Also secures contracts, equipment, invitations, attendance rosters, and other materials/support items.

6. Manages special projects and assignments by creating project plans, tracking deliverables, proactively identifying and flagging at-risk tasks, and carrying out background research on emerging issues. Identifies areas that require executives’ immediate attention and recommends solutions.

7. Accompanies the executive and participates in meetings with internal and external stakeholders, providing updates and feedback on area projects and initiatives. Make decisions on operational issues within the authorized scope.

8. Partners with team members on projects and tasks. Serves as back-up to an assigned partner and other team members when they are out of the office.

9. Coordinate and implement special events in conjunction with the C-suite Support Team.

10. Perform all other duties as assigned.