Executive Assistant Job at Thomas Jefferson University in Philadelphia

Responsibilities

Job Summary

This position provides full administrative support to the Chief Operating Officer (and other members of the senior leadership team as needed) in a timely, efficient, and confidential matter. Supports the overall planning, coordination, implementation, execution, and completion of projects and tasks. Works closely with administrative support personnel and others to coordinate meetings and other executive activities. This is a highly visible role both internally and externally requiring exceptional communication capabilities, exceptional organizational skills, and attention to detail as well as a professional demeanor, collaborative style, exceptional analytical skills, an understanding of high-level executive needs, and an ability to anticipate issues before they arise. The Executive Assistant will contribute to a growing and mission-driven organization with opportunities to take on increasing responsibilities and learn new skills while being a part of a leadership team that thrives on collaboration, novel thinking, transformation, and growth.

Essential Functions

* Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

* Provides administrative support and acts as the point of contact for all internal and external appointments.

* Supports the overall planning, coordination, implementation, execution, and completion of projects and tasks. Works closely with others to meet project timelines to ensure the delivery of high-quality services. Tracks progress against timelines and milestones and keeps accountable parties informed of issues/barriers. Provides project status updates to key stakeholders.

* Ensures executive(s) has the information they need to be successful every day.

* Anticipates needs and functions with a proactive mindset.

* Maintains calendar, coordinates schedule including a variety of meeting logistics.

* Manages incoming phone inquiries, takes all messages and intervenes as appropriate.

* Coordinates business travel arrangements and completes expense reports.

* Prepares and edits presentations, communications, and other documents.

* Maintains the contact database and develops relationship with other organizations.

* Prepares meeting minutes.

* Other duties as assigned.

Qualifications

Education:

Bachelor's degree or equivalent preferred

AND

Experience:

A minimum of 4 years' experience working as an Executive or Administrative Assistant supporting mid to senior level executives preferred. Excellent communication skills, both verbal and written, are required. Must be Proficient in Microsoft Office Business Applications to include Outlook, Word, PowerPoint and Excel and demonstrate ability to adopt technical tools quickly. Must exercise judgment and discretion in handling requests, appointments, and telephone calls. Must be detail oriented and well organized.

Closing Statement

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

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