Executive Assistant (Administrative Operations)

Kennedy Krieger Institute•Baltimore, MD

20h•$36

About The Position

The Executive Assistant I will provide executive/administrative support to the Executive Suite. This role is responsible for anticipating executive needs, managing competing priorities, and proactively solving problems to enable leadership effectiveness. This position is also responsible for managing the executive conference rooms and associated audiovisual equipment and schedules, maintaining kitchen and office supplies, and coordinating maintenance and repair services for office equipment. The Executive Assistant represents the Executive Suite internally and externally, upholding the highest standards of professionalism and service excellence.

Requirements

High School diploma, GED, or equivalent required.
Minimum four years of previous administrative support experience is required, preferably in an executive, hospital, and/or academic environment.

Nice To Haves

Associate’s degree or equivalent is preferred.
Experience supporting senior leadership, managing confidential information, and handling complex scheduling and event coordination preferred.

Responsibilities

Provide executive support, including but not limited to, managing calendars, making travel arrangements, and preparing travel and expense reports. Anticipate executive needs and proactively manage priorities, schedules, and deliverables.
Provide executive-level communication, professional presence, and represent leadership in internal and external interactions.
Maintain files and security of confidential information, such as patient medical records, hospital financial information, salary data, staff information, and legal information.
Respond to calls and visits from patients, their families, faculty and staff, business associates, and the public at large. Determine the urgency and priority of the situation, handle appropriately (including suggesting referrals as appropriate), and inform the supervisor when the situation warrants their attention.
Open, review, and distribute incoming interoffice and external mail, bringing priority items to the supervisor’s attention.
Respond to correspondence on own initiative.
Compose correspondence, draft memos, transcribe meeting minutes, and proofread a variety of materials.
Perform research, create reports and presentations, and work on special projects as assigned.
Coordinate site visits for VIPs, foundations, donors, collaborators, and professional peers.
Manage relationships with external constituents (e.g., legislators, community groups, visiting lecturers, and consultants).
Keep expense records and reconcile credit card accounts.
Manage Executive Suite resources across conference rooms, kitchen, and common areas, including maintaining conference room calendars and audiovisual equipment, maintaining kitchen and office supplies, and scheduling maintenance of office equipment as needed.
Provide administrative and logistical support during accreditation activities, including The Joint Commission (TJC) triennial survey, Commission on Accreditation of Rehabilitation Facilities (CARF) accreditation, and other regulatory reviews. Responsibilities include preparing and organizing required documents, supporting leadership and the command center during survey sessions, ensuring meeting spaces are ready for surveyors and the command center, and assisting with communication and follow-up throughout the survey window.
Collaborate with other Executive Assistants to ensure seamless support and cross-coverage for all members of the Executive Suite.
Participate in team meetings, knowledge sharing, and continuous improvement initiatives.
Maintain and adhere to established departmental policies and procedures, including attendance, quality assurance, safety, environment of care, and infection control.