Executive Assistant - The Joint Commission
Washington, DC
About the Job
POSITION SUMMARY
Responsible for providing multi-faceted support and administrative assistance to the Chief Scientific Officer to ensure effective use of the CSO’s time and productive interactions with staff and external organizations. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages and organizes the CSO’s correspondence, calendar, complex travel arrangements and expenses, files, inquiries from external stakeholders, and other high-level support tasks and projects. This role requires proactive support of emerging priorities and partners closely with other members of the Executive Team. It also requires the ability to interact confidently and professionally with internal and external contacts and the flexibility to work overtime outside of normal business hours, as needed. The successful candidate will have a proven track record close and effective partnership with executives and a strong service orientation.
This position requires on-site presence at NQF’s offices a minimum of 2 days per week, with remote work otherwise.
POSITION DUTIES AND RESPONSIBLITIES
+ Relieves the CSO of administrative details. Gathers, compiles, and reports information relevant to the CSO. Reads, screens, refers, and responds to incoming correspondence, ensuring that the CSO has all the information needed to conduct a productive day.
+ Maintains a detailed calendar. Arranges and schedules all meetings and conference calls. Stays informed of upcoming commitments and responsibilities to ensure that the appropriate time is reserved. Manages the same for the COO as needed.
+ Assists the Measurement Senior Leadership Team with calendaring external meetings related to Certification 2.0 activities as back-up for program staff.
+ Prepares meeting materials and proactively ensures that the CSO has all information and materials required for all meetings. Manages any deliverables.
+ Maintains log of all speaking requests and engagements, partnering with the CSO and staff to ensure timely prep sessions. Assists with the compilation of presentations.
+ Arranges all domestic and international travel for the CSO, including ground transportation and hotel accommodations and any supporting arrangements required for a successful trip and submits travel expenses for reimbursement.
+ Maintains and updates the CSO’s contacts database to ensure its accuracy and currency.
+ Coordinates the agendas, logistics, and materials for the Quality Measurement Senior Leadership MWF meetings, as well as monthly department meetings.
+ Maintains and tracks incoming email Controlled Correspondence in SharePoint.
+ Able to provide logistics support and coordination as needed for internal and programmatically convened meetings.
+ Serves as backup to the NQF Office Manager.
+ Other duties, as assigned.
POSITION QUALIFICATIONS
_Education/Certification_ :
+ The level of knowledge equivalent to that ordinarily acquired through completion of high school. Coursework in the administrative support field is preferred.
_Experience:_
+ Five to seven years of administrative support experience with a minimum of three years in an executive support capacity.
+ Proven track record of highly effective, proactive executive support.
+ Extensive experience with systems, processes and best practices for providing administrative support, meeting planning, and continuous process improvement
_Skills/Abiliti_ es
+ Meticulous attention to detail.
+ Demonstrated organizational skills and the ability to work independently. Able to respond to multiple simultaneous demands in a fast-moving work environment. Excellent time management and problem-solving skills.
+ Outstanding communication and interpersonal skills
+ Ability to work effectively across organizational boundaries
+ Demonstrated ability to manage confidential information and sensitive projects.
+ Excellent skills in problem solving, process improvement, and customer service.
+ Proficient with MS Word, PowerPoint, Excel, and SharePoint. Smartsheet experience a plus.
+ Ability to balance multiple project tasks and prioritize time effectively, delivering assigned tasks and materials on time, and operating with independence and efficiency.
+ Comfort with ambiguity and proficiency with embracing change and adjusting priorities, processes and/or approach as needs dictate.
+ _This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. The description is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, and working conditions associated with this position._
NQF is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
Responsible for providing multi-faceted support and administrative assistance to the Chief Scientific Officer to ensure effective use of the CSO’s time and productive interactions with staff and external organizations. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages and organizes the CSO’s correspondence, calendar, complex travel arrangements and expenses, files, inquiries from external stakeholders, and other high-level support tasks and projects. This role requires proactive support of emerging priorities and partners closely with other members of the Executive Team. It also requires the ability to interact confidently and professionally with internal and external contacts and the flexibility to work overtime outside of normal business hours, as needed. The successful candidate will have a proven track record close and effective partnership with executives and a strong service orientation.
This position requires on-site presence at NQF’s offices a minimum of 2 days per week, with remote work otherwise.
POSITION DUTIES AND RESPONSIBLITIES
+ Relieves the CSO of administrative details. Gathers, compiles, and reports information relevant to the CSO. Reads, screens, refers, and responds to incoming correspondence, ensuring that the CSO has all the information needed to conduct a productive day.
+ Maintains a detailed calendar. Arranges and schedules all meetings and conference calls. Stays informed of upcoming commitments and responsibilities to ensure that the appropriate time is reserved. Manages the same for the COO as needed.
+ Assists the Measurement Senior Leadership Team with calendaring external meetings related to Certification 2.0 activities as back-up for program staff.
+ Prepares meeting materials and proactively ensures that the CSO has all information and materials required for all meetings. Manages any deliverables.
+ Maintains log of all speaking requests and engagements, partnering with the CSO and staff to ensure timely prep sessions. Assists with the compilation of presentations.
+ Arranges all domestic and international travel for the CSO, including ground transportation and hotel accommodations and any supporting arrangements required for a successful trip and submits travel expenses for reimbursement.
+ Maintains and updates the CSO’s contacts database to ensure its accuracy and currency.
+ Coordinates the agendas, logistics, and materials for the Quality Measurement Senior Leadership MWF meetings, as well as monthly department meetings.
+ Maintains and tracks incoming email Controlled Correspondence in SharePoint.
+ Able to provide logistics support and coordination as needed for internal and programmatically convened meetings.
+ Serves as backup to the NQF Office Manager.
+ Other duties, as assigned.
POSITION QUALIFICATIONS
_Education/Certification_ :
+ The level of knowledge equivalent to that ordinarily acquired through completion of high school. Coursework in the administrative support field is preferred.
_Experience:_
+ Five to seven years of administrative support experience with a minimum of three years in an executive support capacity.
+ Proven track record of highly effective, proactive executive support.
+ Extensive experience with systems, processes and best practices for providing administrative support, meeting planning, and continuous process improvement
_Skills/Abiliti_ es
+ Meticulous attention to detail.
+ Demonstrated organizational skills and the ability to work independently. Able to respond to multiple simultaneous demands in a fast-moving work environment. Excellent time management and problem-solving skills.
+ Outstanding communication and interpersonal skills
+ Ability to work effectively across organizational boundaries
+ Demonstrated ability to manage confidential information and sensitive projects.
+ Excellent skills in problem solving, process improvement, and customer service.
+ Proficient with MS Word, PowerPoint, Excel, and SharePoint. Smartsheet experience a plus.
+ Ability to balance multiple project tasks and prioritize time effectively, delivering assigned tasks and materials on time, and operating with independence and efficiency.
+ Comfort with ambiguity and proficiency with embracing change and adjusting priorities, processes and/or approach as needs dictate.
+ _This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. The description is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, and working conditions associated with this position._
NQF is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
Source : The Joint Commission
