Executive Assistant - Pharmacy Administration

Christiana Care is looking for a full-time Executive Assistant to provide high-level administrative support for the Vice President of Pharmacy and the Pharmacy Department. You will manage calendars, coordinate travel, organize data, support key committees, perform other administrative tasks as needed, and act as a liaison for internal communications — all while handling sensitive information with professionalism and discretion.

Are you passionate about serving our patients with Love and Excellence? If so, consider applying for this position and upload your updated resume at the time of application!

ChristianaCare is a nonprofit health system with a mission of service. We believe that the key to providing truly excellent health care is to partner with our patients and their families, building a system of care that is effective, affordable and valuable to everyone who is touched by it.

Principal duties and responsibilities:

• Calendar & Travel Management: Coordinate complex scheduling and travel arrangements. Anticipate needs, adjust quickly to changes, and ensure the VP is fully prepared for daily priorities. Manages travel booking and related expense reporting.
• Meeting & Committee Support: Prepare agendas, capture minutes, assign and track follow-ups, and manage documentation for internal committees.
• Inbox Optimization & Email Triage: Assist in organizing, flagging, and prioritizing emails to improve response time and reduce clutter; draft or respond to routine messages when appropriate.
• Information Gathering: Collect and compile reports or data from direct reports for evaluations, planning, and performance tracking.
• Data Organization: Navigate and organize multiple data sets (e.g., financial reports, budgets), and utilize computerized systems to support decision-making and department efficiency.
• Technology Adoption & Optimization: Embrace and learn new administrative tools — including automation platforms, collaborative systems, and AI-assisted technologies — to improve efficiency and reduce manual workload.
• Office Administration: Serve as a central point for office coordination, including document handling, resource tracking, and process streamlining.
• Confidentiality & Representation: Exercise discretion with sensitive materials and serve as a trusted representative of leadership in both internal and external interactions.
• Competently performs other administrative functions which contribute to the efficient operation of the department.
• Accomplishes assigned workload independently in a timely manner.
• Maintains department personnel files for completeness and Joint Commission readiness.
• Coordinates group activities as assigned with team members (e.g., service award luncheons, etc.).
• Maintain, manage, and update department collaboration, internet, intranet sites working with stakeholders.
• Assists VP with timekeeping and other administrative duties for direct reports.
• Support other Directors and administrative assistants in the Department of Pharmacy as needed.

Work Hours: Day Shift

Education and experience requirements:

• High school diploma required. Completion of a business college program in Secretarial Science, Office Administration, Business, or a related field preferred
• Four years clerical or secretarial experience required
• At least 1 year of Executive assistant experience preferred

Knowledge, skills and abilities requirements:

• Knowledge of all computer hardware including peripherals, specific to the Department
• Knowledge and proficiency in Microsoft applications, Word, Excel, PowerPoint, and other programs specific to the Department.
• Demonstrates ability to learn and utilize innovative technology, including AI
• Knowledge of accepted formats for correspondence, minutes, memos and letters
• Knowledge of departmental policies, procedures, and standards
• Ability to anticipate needs of the executive, including calendar management &travel
• Ability to work independently within established policies and procedures
• Ability to capture meeting minutes, organize and prepare agendas, and facilitate administrative duties related to committee functions
• Ability to self-direct and prioritize work assignments
• Ability to conduct departmental business with discretion, tact, and confidentiality
• Ability to interact in a professional manner with all contacts
• Ability to adapt to fluctuations in workload

About ChristianaCare

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