Executive Assistant

Joint Commission•Washington, DC

41d•$66,000 - $84,000

About The Position

Provides multifaceted administrative support to an officer to help ensure effective use of the officer’s time and productive interactions with staff and the public. Handles a broad range of administrative and support tasks, independently initiating and implementing processes to manage projects, information, and people. Manages schedules, meeting preparation and follow-up, and complex travel arrangements; conducts research and gathers information; and prepares summaries and reports. Builds positive working relationships at all levels of the organization and uses discretion, judgment, and organizational knowledge to support the officer’s activities while maintaining confidentiality. May direct and deploy support staff or other resources.

Requirements

Knowledge equivalent to that ordinarily acquired through completion of high school.
Five to six years of experience as a secretary or administrative assistant supporting a senior manager.
Advanced computer skills with applications such as MS Word, Excel, PowerPoint, Notebook, MS Outlook, MS Teams, and Zoom.
Ability to work in a fast-paced environment.
Ability to reason and provide resolutions or alternative solutions.
Ability to work discreetly and maintain confidentiality.
Strong attention to detail and commitment to producing high-quality work.
Excellent communication skills.
Willingness to work as a team player with other Executive Assistants and staff.

Nice To Haves

Coursework in the administrative support field.
Experience in a healthcare setting.

Responsibilities

Prepares typed materials, including letters, memos, papers, speeches, proposals, outlines, and forms; transcribes or composes correspondence as directed; prepares and distributes document copies, including through appropriate portals; and files materials as needed.
Receives, opens, and reviews incoming mail; routes items to other departments as appropriate; and sends mail and email, arranging special handling or delivery when needed.
Answers incoming calls, forwards them to officers or appropriate departments, takes messages, and assists callers when possible.
Schedules and reschedules meetings, appointments, and speaking engagements for officers; books meeting rooms; arranges meal or beverage service and other logistics; and confirms attendance.
Makes travel arrangements, verifies them against schedule requirements and constraints, and prepares detailed itineraries as needed.
Maintains files for correspondence, reports, expenses, proposals, and other materials while preserving confidentiality.
Prepares materials and coordinates arrangements for internal and external meetings for staff and officers, and may support meetings for clients, the Board, or advisors. Confirms facilities, invites attendees, prepares and distributes agendas and materials, coordinates travel when needed, assists with on-site arrangements, and prepares minutes, expense reports, and follow-up materials.
Ensures the office area has adequate supplies.
Assists with administrative work, including monitoring budget status and preparing and distributing regular reports.
Completes special assignments, including gathering and organizing information and materials and preparing special reports.
Composes correspondence for officers.
Creates materials in preparation for meetings of the Board of Commissioners.
Works with the Executive Assistant to the President to greet and assist staff and visitors to the area.
Assists officers and other staff with equipment in the OP conference room.