Executive Support Strategic Partner

Company Description

The University of Maryland Medical System (UMMS) is an academic private health system, focused on delivering compassionate, high quality care and putting discovery and innovation into practice at the bedside. Partnering with the University of Maryland School of Medicine, University of Maryland School of Nursing and University of Maryland, Baltimore who educate the state’s future health care professionals, UMMS is an integrated network of care, delivering 25 percent of all hospital care in urban, suburban and rural communities across the state of Maryland. UMMS puts academic medicine within reach through primary and specialty care delivered at 11 hospitals, including the flagship University of Maryland Medical Center, the System’s anchor institution in downtown Baltimore, as well as through a network of University of Maryland Urgent Care centers and more than 150 other locations in 13 counties. For more information, visit www.umms.org.

Job Description

Job Summary

Under limited supervision, provides executive support to System Leaders and the various functions of the Executive Office.  Partners with the executive to ensure the timely and effective advancement of the priorities of the University of Maryland Medical System by facilitating the completion of important goals, projects, and strategic initiatives.  Regularly required to work autonomously, prioritize effectively, maintain confidentiality, and build strong working relationships with team members across the University of Maryland Medical System. 

Primary Responsibilities

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.

1. Triage and manage information flow and priorities on behalf of the executive.  Flag important action items and timelines to facilitate decision-making.
2. Remains abreast of the executives’ current priorities and coordinates their schedule accordingly. Schedules and arranges meetings, appointments, and travel arrangements. Briefs executive on pertinent agenda items and records meeting minutes. Tracks and follows-up on action items.  
3. Independently creates and/or compiles materials for key meetings and discussions. Develops briefings, agendas, talking points, slide decks, announcements, and correspondence.
4. Manage and facilitate the workflow for the executive.
5. 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. Also secures contracts, equipment, invitations, attendance rosters, and other materials/support items. 
6. Manages 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.  Identifies areas that require executives’ immediate attention and recommends solutions.
7. Accompanies the executive and participates 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.
8. Partners with team members on projects and tasks.  Serves as back-up to an assigned partner and other team members when they are out of the office.
9. Coordinate and implement special events in conjunction with the C-suite Support Team. 
10. Perform all other duties as assigned.

Qualifications

Education & Experience - Required

1. An associate’s degree is required, in addition to 4 years of administrative experience in a business, professional, government, or healthcare environment.
2. Familiarity with medical terminology is preferred. 

Education & Experience - Preferred

1. A bachelor’s degree is required, along with 2 years of administrative experience in a business, professional, government, or healthcare environment
2. Familiarity with medical terminology is preferred. 

Knowledge, Skills, & Abilities

1. PC literate with advanced proficiency in Microsoft Office Suite and Internet.  Excellent typing and data entry skills are required.
2. 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. 
3. Excellent filing and organization, ability to prioritize own work and that of others.
4. Ability to maintain confidentiality, work under pressure, handle multiple tasks, and meet related deadlines.
5. Demonstrated ability to prob