Intrastaff

Executive Assistant

US-MD-Baltimore
Job ID
2017-1394
Johns Hopkins Hospital
Category
Administrative/Clerical
Type
Temporary Full Time

Overview

Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service.  Intrastaff is unique because it's one of the very few agencies where a person has the benefit of being a temporary employee and also feels like a member of a large organization. Working at Hopkins means joining a culturally diverse team that includes some of the best nurses, physicians and allied health professionals in the world. Directly or indirectly, you'll have exposure to cutting-edge technology and groundbreaking medical research.

 

The Executive Assistant assists in the performance of routine and complex administrative duties such as drafting, editing, and typing complex reports, developing, implementing and maintaining appropriate office protocol and organization, as well as competently executing the day-to-day administrative tasks. Responsible for coordinating a variety of department projects, activities and schedules which may include maintaining project data, preparing various payroll and personnel forms and answering questions regarding department policies and procedures.

 

Responsibilities

  • Schedules and coordinates meetings, appointments and travel arrangements for Project Managers and Executives.
  • Formats, reviews and proofreads project documents; including correspondence, memos and emails for completeness and accuracy.
  • Electronically and physically compiles correspondence and project documents for distribution.
  • Receives, logs, compiles and distributes procurement documents.
  • Attends project meetings, documents, compiles, distributes and tracks meeting notes.
  • Opens, sorts, and distributes incoming correspondence, invoices and project related documents.
  • Maintains important and confidential records.
  • Maintains electronic and hard copy filing system.
  • Answers and screens telephone calls; receives and directs visitors, in person or via the telephone; answers or directs inquiries.
  • Performs other administrative duties such as logging and tracking, photocopying, filing, etc. as requested by project management team.
  • Performs other duties and functions appropriate to the position as assigned and required.

Qualifications

 

  • High School Diploma or Equivalent required. Two years of college level coursework, technical business school or equivalent preferred.
  • 3 - 5 years of related experience working for an Executive.
  • Requires thorough knowledge of secretarial, office and administrative procedures.
  • Excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff.
  • Advanced Microsoft Word, Excel, PowerPoint and Access database creation and management skills.
  • Administrative writing and reporting and tracking skills.
  • Aptitude for organization and time management.
  • Ability to establish and maintain effective working relationships with co-workers and staff.
  • Ability to prepare and present ideas and information clearly and concisely.
  • Ability to protect operations by keeping information confidential.

Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.

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