Senior Administrative Assistant
Location: Silver Spring United States
Job Description:
Children's National is seeking a Senior Administrative Assistant to support executives in the Information Services department. This role involves a variety of administrative tasks, including:
Heavy calendar management
Meeting coordination
Booking travel and accommodations
Submitting and tracking expenses
Processing timecards
Ordering and managing office supplies
Preparing and editing communications, reports, presentations, and other project work as requested by directors
Opportunities for deeper project work and program coordination
The ideal candidate will be extremely detail-oriented and organized, responsive to directors and team members, and able to handle confidential and sensitive information with discretion and professionalism. They should possess strong communication skills and the ability to collaborate effectively with cross-functional teams. Proficiency with Microsoft applications (Outlook, Teams, Excel, Word) and the aptitude to learn new technologies and systems is essential.
This role is ideal for someone looking to expand their skills and engage in more substantial project work beyond typical administrative duties. You will have numerous opportunities to collaborate with your executive and support their initiatives.
Work Environment:
Hybrid role: 4 days in office, 1 day remote
There are 2 on-site locations this role will report to depending on executive's schedule:
Children's National Hospital - 111 Michigan Ave., NW Washington D.C.
Children's National Inventa Campus - 1 Inventa Pl, Silver Spring, MD
Minimum Education
High School Diploma or GED (Required)
Minimum Work Experience
3 years secretarial experience, preferably in a medical office or healthcare environment (Required)
Required Skills/Knowledge
Ability to type 55 wpm required.
Must have expert knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment.
Advanced software skills are required, as well as Internet research abilities and strong communication skills.
Functional Accountabilities
Communications
Manage access to administrator by screening calls and visitors to determine appropriate course of action.
Serve as a liaison, with delegated authority, between administrator and subordinate units by relaying instructions and information and
following commitments through to completion.
Interact and communicate with a strong degree of judgment and discretion.
Research, develop and draft letters, memos, or reports to communicate the manager's decisions, ideas, and agenda.
Identify and resolve problems that would not require manager 's direct involvement.
Address issues in accordance with priorities, policies, commitments, and program goals of the manager.
Office Technology
Utilize office equipment and other relevant technology (software and systems) to meet organizational needs.
Research information to support conclusions and recommendations (for unusual and novel situations).
Establish and maintain paper and electronic files and records for manager.
Maintain manager's calendar, schedules and appointments without prior approval based on knowledge of manager's responsibilities and issues of importance.
Locate and assemble information for various reports, briefings, and conferences.
Make travel arrangements.
Budget Support
Provide support in monitoring and reconciling departmental or program budget, tracks travel and office expenditures.
Safety
Speak up when team members appear to exhibit unsafe behavior or performance
Continuously validate and verify information needed for decision making or documentation
Stop in the face of uncertainty and takes time to resolve the situation
Demonstrate accurate, clear and timely verbal and written communication
Actively promote safety for patients, families, visitors and co-workers
Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
