Location: Elkridge, MD
Position Type: Full-time (On-site; 5 days)
Shift/Hours: 40 Hours per week
Salary Range: $75,000 -$90,000
The mission of the Maryland Hospital Association (MHA) is to serve Maryland’s hospitals and health systems through collective action to shape policies, practices, financing, and performance to advance health care and the health of all Marylanders. MHA advocates for members and their constituents – caregivers, patients, and communities – before state legislative and regulatory bodies. MHA also aids member organizations in their shared efforts – both within the field and in concert with other stakeholders in the private and public sectors – to improve the quality and cost-effectiveness of health care services and to advance the health of all Marylanders.
Job Summary
The Maryland Hospital Association (MHA) is seeking a Lead Executive Assistant – Event Manager to join our team in Elkridge, MD. Reporting to the President & CEO and Chief Operating Officer, the Lead Executive Assistant will provide pivotal support to the executive team in a dynamic, fast-paced, and complex environment. This role will ensure seamless day-to-day operations and administrative coordination across departments. The ideal candidate will be anticipatory, detail-oriented, technologically adept, and possess strong leadership skills to help guide a team of administrative assistants.
Essential Duties and Responsibilities
Executive Support
- Managing complex calendars for the CEO and COO by arranging and prioritizing internal and external meetings, speaking engagements and events
- Ensuring the CEO and COO are fully prepared for meetings and appearances including creating agendas, scheduling prep meetings, compiling and preparing briefing materials, and confirming meeting details and expectations regarding appearances
- Serve as the first point of contact for high-level executives, officials, and executive assistants for meeting and event request for CEO and COO
- Responsible for tracking and ensuring timely processing of travel and expense reimbursements, purchasing, budget and other transactions for the CEO and COO
- Prepare and send internal correspondences to Association team members
Administrative Functions
- Create and lead a collaborative, high-functioning team of administrative assistants across the organization. Facilitate communication and provide guidance.
- Provide high-level and confidential administrative support to the CEO, COO, and the Administrative Team
- Take notes and prepare actionable summaries for executive and board meetings
- Prepare and distribute materials for Board of Trustees and Committee meetings including agendas, memos, meeting materials, meeting invitations, new board member orientations packets, meeting minutes, etc.
- Coordinate logistics for weekly hospital member meetings
- Oversee the digitization and organization of administrative records, ensuring relevant SharePoint files are updated and accessible; and, assist human resources leader in digitization of certain historical and future personnel records
Meeting/Event/Project Support
- Assist with the coordination of Association-wide projects and initiatives
- Develop PowerPoint, Word and Excel documents as needed for project support
- Coordinate logistics for in-person, virtual, and hybrid events, including outreach, invitations, refreshments and attendee registration
- Ensure all meeting details are managed effectively, including virtual platform setup (video and phone links) and in-person arrangements (A/V equipment, catering, room setup)
Education and Experience
- Bachelor’s degree preferred; equivalent professional experience considered
- 5+ years of experience supporting C-level executives in a high-paced environment, and/or 5+ experience in supporting executive-level events or meeting management (In-person/virtual) is required
- Experience in virtual meeting platforms, SharePoint, and general office technology (Microsoft Office Suite) is required
Qualifications
- Highly meticulous in managing schedules, materials, and documentation
- Strong organizational and scheduling skills
- Ability to manage multiple priorities and/or projects effectively
- Skilled in managing the logistics of virtual, hybrid, and in-person meetings with professionalism and efficiency
- Ability to proactively identify meeting needs, address issues, and next steps
- Proven ability to exhibit leadership across a collaborative, high-functioning administrative team
Benefits
The Maryland Hospital Association offers our employees a low-cost, comprehensive benefits package, tuition reimbursement, a 401(k) with employer matching contributions, and more.
EEO Statement
MHA is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability. Visit us online at www.mhaonline.org to find out more about our organization.
Please send resume with cover letter and salary requirements to jobs@mhaonline.org.
