Senior Executive Assistant

Overview

The Senior Executive Assistant provides high-level administrative support to the Executive Vice President and CIO of the Information Services Department in a dynamic, fast-paced environment. This role requires exceptional organizational skills, discretion, and the ability to manage complex and confidential tasks independently with minimal guidance.

Responsibilities

• Executive Support: Manage heavy calendar scheduling, coordinate meetings across multiple time zones, and handle all aspects of travel planning and logistics.
• Communication & Coordination: Serve as a liaison between the Executive Vice President and internal/external stakeholders, ensuring timely and professional communication.
• Document Preparation: Draft, edit, and prepare correspondence, reports, presentations, and other materials with a high degree of accuracy and professionalism.
• Operational Support: Submit and track expenses, process timecards, and manage office supplies and resources.
• Project & Program Involvement: Support strategic initiatives and special projects, with opportunities to lead or coordinate program activities.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.
• Team Collaboration: Provide guidance to staff and collaborate effectively with cross-functional teams.

Work Environment

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, DC
• Children’s National Inventa Campus – 1 Inventa Pl, Silver Spring, MD

Minimum Education

• Bachelor's Degree (Required)
• Relevant experience beyond the minimum required work experience may substitute for the educational requirement on a 1-to-1 ratio (i.e., one year of relevant work experience equals one year of required education).

Minimum Work Experience

• 5 years of related administrative or secretarial experience, preferably in a challenging and fast-paced environment (Required)

Required Skills/Knowledge

• Demonstrated ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi-disciplinary meetings, and organize files and correspondence.

Functional Accountabilities

• Administrative and Secretarial: Schedule appointments and arrange meetings, conferences and travel; ensure the executive’s knowledge of schedule 24 hours in advance; may create meeting agendas, sit in meetings and take minutes.
• Organize and maintain the executive’s correspondence and records; follow up on pending matters with limited direction and provide feedback in a timely manner.
• Facilitate and expedite workflow within the executive’s scope of oversight; initiate follow-up action as needed.
• Research information requests independently; analyze and interpret data from various sources, and prepare trends and status reports for the executive.
• May perform some Office Manager duties.

Communication

• Serve as a liaison to other executives, assistants, internal and external customers.
• Communicate and/or coordinate the executive’s instructions and desires with various individuals and/or departments; furnish and obtain information as needed.
• Receive and screen calls, correspondence, and visitors for the executive.
• Answer routine inquiries and obtain/furnish information to save the executive’s time.

Office Technology

• Organize and prepare complex documents requiring integration of multiple office software applications.
• Integrate varying software and learn new computer applications to meet work needs and improve productivity.
• May serve as a resource to others on office equipment, software applications, and information processing procedures.

Project Management / Coordination

• Prioritize and manage/coordinate projects and follow through on issues in a timely manner.
• Delegate tasks to lower level staff as needed.
• May oversee and guide the workflow of lower level staff.

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 take 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 by practicing Stop, Think, Act and Review to self-check behavior and performance.

Organizational Accountabilities

• Budgeting and Planning: Assist in budgeting, business planning, and related planning functions; track the overall budget and report expenditures and allocation of funds and resources.
• May process invoices, reimbursements and other payments.

Organizational Commitment / Identification

• Partner in the mission and uphold the core principles of the organization.
• Commitment to diversity and value of cultural ethnic differences.
• Demonstrate personal and professional integrity; maintain confidentiality at all times.

Customer Service

• Anticipate and respond to customer needs; follow up until needs are met.

Teamwork / Communication

• Demonstrate collaborative and respectful behavior; partner with all team members to achieve goals; receptive to others’ ideas and opinions.

Performance Improvement / Problem-Solving

• Contribute to a positive work environment; demonstrate flexibility and willingness to change; identify opportunities to improve processes; make appropriate decisions with sound judgment.

Cost Management / Financial Responsibility

• Use resources efficiently; seek less costly ways of doing things.

Locations and Job Details

• Primary Location: District of Columbia – Washington, DC
• Work Locations: CN Hospital (Main Campus)
• Job Type: Non-Clinical Professional
• Organization: Operations
• Position Status: Regular
• Shift: Day
• Work Schedule: 8-5; as needed outside business hours

Job Posting: Sep 10, 2025