Executive Assistant

About MHA

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 an Executive Assistant to join our team. This position will report to the President & CEO and will provide pivotal support 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

• Manage complex calendars for the CEO by scheduling and prioritizing internal and external meetings, speaking engagements, and events.
• Ensure the CEO is fully prepared for meetings and appearances by creating agendas, scheduling prep meetings, compiling and preparing briefing materials, and confirming meeting details and expectations regarding appearances.
• Serve as the primary point of contact for high-level executives, officials, and executive assistants for meeting and event requests for the CEO.
• Track and ensure timely processing of travel arrangements, expenses, reimbursements, purchasing, budgeting, and other related transactions for the CEO.
• Draft and distribute internal communications on behalf of the CEO.  

Administrative Functions

• 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 and the Administrative Team. 
• Record meeting 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 member meetings.  

Meeting/Event/Project Support

• Assist with the coordination of organization-wide projects and initiatives .
• Develop PowerPoint, Word and Excel documents for executive or project use.
• Coordinate logistics for in-person, virtual, and hybrid events, including outreach, invitations, registration, catering, and attendee communication.
• 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 under tight deadlines
• Skilled in planning and managing the logistics of virtual, hybrid, and in-person meetings with professionalism and efficiency 
• Ability to proactively identify meeting needs, address issues, next steps, and ensuring follow-up.
• 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, 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.

Job Type: Full-time

Pay: $80,000.00 - $105,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience managing complex calendars (by scheduling and prioritizing internal and external meetings, speaking engagements, and events)?
• Do you have experience in virtual meeting platforms, SharePoint, and general office technology (Microsoft Office Suite)?

Experience:

• Supporting C-level executives : 5 years (Required)
• Meeting management (In-person/virtual) : 5 years (Required)

Work Location: In person