Executive Coordinator

NCQA•Washington, DC

2d•$95,000 - $105,000•Onsite

About The Position

The Executive Coordinator provides dedicated executive and operational support to the Chief Medical Officer (CMO), serving as a key administrative partner who ensures the CMO is prepared, informed, and able to focus on strategic priorities. The role also provides administrative operations support for high-priority QMRG initiatives, including planning and coordinating NCQA committee and advisory panel convenings—such as the Committee on Performance Measurement (CPM) and the Geriatric Measurement Advisory Panel (GMAP)—and supporting related workplans, materials and follow-up. In addition, this position builds and maintains strong rapport with clients and internal/external stakeholders, serves as a primary point of contact and coordinator on behalf of the CMO’s office and represents the Office of the CMO with the highest level of professionalism in all communications and interactions.

Requirements

Bachelor’s degree
4-7 years progressive administrative experience.
Experience providing support for a senior executive.
Familiarity with health care environment.
Advanced Word, Excel, PowerPoint, Outlook.
Comfortable with Web-based systems.
Strong organizational skills, strong grammar, attention to detail, spelling and proofreading skills.
Strong interpersonal skills.
Ability to work in fast-paced environment.
Experience with document management.
Ability to handle multiple priorities and different personalities.

Responsibilities

Maintain an accurate and prioritized calendar for the CMO, manage incoming requests, proactively communicate changes, and anticipate and respond to conflicts and priorities.
Manage agendas and invitees, obtain all supporting materials, and maintain document repositories for core functional processes.
Track CMO’s activities and deliverables to ensure appropriate prioritization, preparation, and communication with respect to deadlines and organizational developments. Prepare reports and/or presentations.
Use independent judgement, tact, diplomacy, and negotiation skills to manage CMO’s daily activities.
Ensure CMO is briefed and prepared with all necessary materials for daily activities. Arrange travel requirements for CMO, ensuring all logistics are well-planned and managed.
Prepare expense reports in a timely manner for the CMO adhering to NCQA’s policies and processes.
Collaborate with VPs to prepare and coordinate large QMRG meetings including: planning in advance, dates and times of meetings; manage agendas and invitees, obtain all supporting materials; outreach to speakers/presenters and gathering relevant documents, information for presentations; maintain meeting documents in QMRG SharePoint; ensure dissemination of follow-up items and materials, e.g., slides, recordings, surveys or post meetings.
Coordinate logistics and/or staff support for in-person or virtual meetings, including hotel contract negotiation, reserving accommodations, meeting invitations and notices, materials, and/or evaluation tracking. This includes support for team meetings, team building activities, and other similar events. Serve as a resource for in-person meeting activities.
Provide administrative support for committee meetings (e.g., CPM, MAPs and measure-specific advisory committees) including facilitating attendee travel, managing COI process and supporting set-up for meetings.
Request printing, gather supplies, arrange for shipping/postage of items to be sent to remote staff
Track and maintain documentation of expenses for printing, supplies, shipping/postage.
Manage agendas and timelines for team meetings, the CPM, GMAP and other panel management activities as needed.
Manage project tasks. Accountable for quality and timely completion of work.
Lead internal and external coordination. This includes scheduling meetings and taking notes during meetings as needed.
Draft internal communications (written and oral) and draft and help finalize external communications (written and oral).
Aid in proofreading, editing and production of reports and presentations as needed.
Assist with internal presentations as necessary.
Facilitate attendee travel, as necessary.
Coordinate logistics, including attendance, catering and AV for the CPM and GMAP.
Schedule and coordinate pre-meeting planning activities.