Executive Assistant and Legal Specialist

$63,793 - $107,411/Yr

MedStar Health - Columbia, MD

Full-time - Mid Level

Columbia, MD

Hospitals

About the position

The Executive Assistant and Legal Specialist position at MedStar Health is designed to provide comprehensive executive administrative support to the Vice President & Deputy General Counsel, Senior Counsels, and other members of the Administrative Team. This role is crucial in ensuring the smooth operation of the department by serving as a backup for the Executive Vice President, Chief Administrative Officer, and General Counsel when the Senior Executive Assistant is unavailable. The position requires a proactive approach to managing various administrative tasks and responsibilities, ensuring that the department meets its goals and adheres to established policies and quality standards. In this role, the Executive Assistant will contribute to the achievement of departmental objectives while complying with governmental and accreditation regulations. The position involves assisting attorneys and compliance professionals with HIPAA business associate agreements and other contracts, processing settlements, and maintaining departmental equipment and supplies. The Executive Assistant will also be responsible for developing and preparing reports and schedules, coordinating deadlines, and managing special projects and correspondence. The successful candidate will ensure efficient office operations by evaluating and delegating duties to clerical staff, managing the distribution of correspondence, and maintaining the calendar and appointment schedules for the Vice President and Deputy General Counsel. This role requires a high level of discretion and the ability to handle confidential information appropriately. The Executive Assistant will also take minutes during meetings, organize and confirm meetings, and manage logistics such as reserving conference rooms and ordering refreshments. Additionally, the position involves processing payroll and wage garnishments, serving as a coordinator for service of process, and participating in community outreach efforts.

Responsibilities

• Provides executive administrative support to the Vice President & Deputy General Counsel, Sr. Counsels, and other professionals in the Administrative Team.
• Serves as administrative back-up for the Executive Vice President, Chief Administrative Officer, and General Counsel in the absence of the Sr. Executive Assistant.
• Assists attorneys, specialists, and compliance professionals with HIPAA business associate agreements and other contracts as appropriate.
• Processes settlements as necessary and assists in the care and maintenance of departmental equipment and supplies.
• Develops and prepares various reports and schedules under the direction of the Vice President or other department professionals.
• Coordinates adherence to deadlines and completion of special projects, correspondence, and reports.
• Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff.
• Ensures timely distribution of correspondence and performs high-level administrative duties including preparing correspondence and maintaining confidential records.
• Handles, screens, and prioritizes all telephone calls and correspondence directed to the supervisor.
• Maintains calendar and appointment schedule for the Vice President and Deputy General Counsel, Senior Counsels, or other professionals in the department.
• Organizes and retrieves information on an ongoing basis and attends designated committee/management meetings, taking minutes if necessary.
• Processes associate time into the API Payroll System and handles wage garnishments and other service of process when required.
• Serves as coordinator with CT Corporation on service of process for the MedStar enterprise and as backup to the Litigation Specialist when needed.
• Participates in meetings and on committees and represents the department and hospital in community outreach efforts.

Requirements

• High School Diploma or GED required.
• 5-7 years of progressively responsible related experience required.
• Excellent professional skills and advanced knowledge of legal, corporate, and/or health care work.
• Strong project management, computer, drafting, proofreading, research, and organizational skills.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to work professionally and independently on assigned tasks and to complete assignments in a timely manner with great attention to detail.
• Strong writing and verbal communication skills.
• Ability to effectively communicate with corporate boards, state and federal agency personnel, and all levels of staff.
• Demonstrated commitment to values and principles of the Office of the General Counsel, including sustained strong performance in leadership/teamwork and engagement/ownership.

Nice-to-haves

• Associate's degree or an equivalent combination of legal administrative training and experience preferred.