Executive Assistant

Omm IT Solutions•Baltimore, MD

1d•Onsite

About The Position

This is a 13-week contract position with the potential to convert to a permanent role. The position is 100% onsite in Baltimore, MD, with a schedule of 8:00 AM - 4:30 PM. Flexibility on the start time is offered, between 7:00 AM and 9:00 AM. A phone pre-screen with the hiring manager is required before an applicant is sent for client review.

Requirements

Associate's Degree
4 years of administrative experience in a finance, business, professional, government, or healthcare environment.
Energetic, autonomous, and confident in their abilities.
Comfortability with engaging with Executive/C-Suite leadership is a MUST.
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.
Experience and comfort with financial terminology and confidentiality.
Experience managing calendars around budget cycles, board meetings, and audits.
Experience preparing or formatting financial reports, decks, or spreadsheets.
Familiarity and experience with expense management, POs, invoices, and vendor coordination.
Strong Excel skills (more than basic).

Nice To Haves

Understanding of government legislation and regulation in a healthcare setting.

Responsibilities

Triage and manage information flow and priorities on behalf of the executive.
Flag important action items and timelines to facilitate decision-making.
Remain abreast of the executive's current priorities and coordinate their schedule accordingly.
Schedule and arrange meetings, appointments, and travel arrangements.
Brief executive on pertinent agenda items and record meeting minutes.
Track and follow-up on action items.
Independently create and/or compile materials for key meetings and discussions.
Develop briefings, agendas, talking points, slide decks, announcements, and correspondence.
Manage and facilitate the workflow for the executive.
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.
Secure contracts, equipment, invitations, attendance rosters, and other materials/support items.
Manage 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.
Identify areas that require executives’ immediate attention and recommend solutions.
Accompany the executive and participate 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.
Partner with team members on projects and tasks.
Serve as back-up to an assigned partner and other team members when they are out of the office.
Coordinate and implement special events in conjunction with the C-suite Support Team.
Perform all other duties as assigned.