Executive Assistant Visa Sponsorship Jobs in Maryland

Description

The Executive Assistant performs a wide range of administrative responsibilities to support the Vice President and three AVPs in a challenging and fast-paced work environment. Must work independently under general guidance, maintaining confidentiality as appropriate. Responsibilities may include: communication and coordination with internal and external stakeholders including high-level donors and VIPs; receiving and screening calls, correspondence and/or visitors; making travel and meeting arrangements for four leaders; preparing correspondence, complex documents and reports; supporting invoicing and expensing needs of leaders and their broader teams; leading agenda-creation and meeting execution for various departmental gatherings and leadership team meetings; supporting and attending Foundation events (including occasional evening and weekend events); and supporting cross-departmental priorities as assigned.

Qualifications

Minimum Education

Bachelor's Degree (Required)
Or 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) (Required)

Minimum Work Experience

4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment (Required)

Experience should demonstrate proven 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 (Required)

Project coordination experience (preferred)

Required Skills/Knowledge

• Familiarity with organizational and departmental structures, policies and practices
• Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of people
• Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environment
• Proficiency with MS Office and other computer applications as required
• Ability to consider multiple variables to determine proper course of action
• Exercise good judgment in handling sensitive and confidential information and situations

Functional Accountabilities

Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensure the executive’s knowledge of schedule 24 hours in advance. May create meeting agenda, sit in meetings and take minutes.
• Organize and maintain files of the executive’s correspondence and records, following up on pending matters with limited direction and providing 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 under some general guidance. Under the instruction of the executive, may compile data elements into reports as needed.
• May perform some Office Manager duties; may oversee and guide the workflow of lower level staff; prioritize and coordinate project(s), and follow through on issues in a timely manner.

Communications

• 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/divisions. Furnish and obtain information from others as needed.
• Receive and screen calls, correspondence, and/or visitors for the executive; answers routine inquiries and furnishes information to save the executive’s time.

Office Technology

• Prepare routine documents (e.g. letters and memos) using Word, Excel or PowerPoint. May prepare complex documents requiring the integration of multiple office technology and software applications.
• Utilize various software and/or learn new computer applications to meet unique work needs and improve productivity.
• May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

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

Organizational Accountabilities

Budgeting and Planning

• May assist in the formulation of budget, business planning, and related planning functions.
• Help track the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.
• May process invoices, reimbursements and other payments.

Organizational Commitment/Identification

• Partner in the mission and upholds the core principles of the organization
• Committed to diversity and recognizes value of cultural ethnic differences
• Demonstrate personal and professional integrity
• Maintain confidentiality at all times

Customer Service

• Anticipate and responds to customer needs; follows 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 clinical and administrative processes
• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently
• Search for less costly ways of doing things

Organizational Accountabilities (Staff)

Organizational Commitment/Identification

Teamwork/Communication

Performance Improvement/Problem-solving

Cost Management/Financial Responsibility

Safety

LOCATION

Primary Location: Maryland-Silver Spring
Work Locations: Inventa Towers 1 Inventa Place Silver Spring 20910

Job: Non-Clinical Professional
Organization: Childrens Hospital Foundation
Position Status: R (Regular) - FT - Full-Time
Shift: Day
Work Schedule: 9-5
Job Posting: May 26, 2026, 6:53:27 PM
Full-Time Salary Range: 52728 - 87859.2