Executive Assistant - JeffTemp

Job Details

The Temporary Administrative Support role will provide direct assistance to the COO, CNO Regional, and VP of Operations, ensuring seamless coordination of executive priorities during a period of reduced team capacity. Daily responsibilities include managing calendars and scheduling meetings, preparing and distributing agendas and meeting materials, coordinating travel arrangements, handling correspondence and email communications, maintaining accurate records and files, and supporting project tracking to ensure deadlines are met. The position will also serve as a central point of contact for internal and external stakeholders, helping streamline communication and reduce administrative bottlenecks. This temporary role is critical to sustaining executive efficiency and organizational continuity until the broader team returns to full strength.

This is an in-person position with a required schedule of Monday-Friday 8am-4:30pm

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Manages project plans, scheduling and program reporting requirements
• Manages schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information.
• Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion.
• Answers incoming calls, greets visitors and guests, directing them as appropriate
• Screen incoming communications; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Supports budget purchases. Manage accounts and perform general bookkeeping upon VP request.

Competencies (Knowledge, Skills, and Abilities Required)

• Effective Communications - Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Interpersonal Relationships - Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
• Service Excellence - Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
• Flexibility and Adaptability - Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
• Managing Multiple Priorities - Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Accuracy and Attention to Detail - Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring - Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving - Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations
• Knowledge of Organization - Knowledge of the organization's vision, structure, culture, philosophy, operating principles, values, and code of ethics, ability to apply this understanding appropriately to diverse situations

Minimum Education and Experience Requirements
High School Diploma Required; Bachelor’s Degree preferred
AND
A minimum of two years’ experience in an administrative role.

Additional Information

Proficiency in Microsoft Office and other office productivity tools, with quickness to learn new software and systems.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Temporary

Employee Entity

Thomas Jefferson University Hospitals, Inc.

Primary Location Address

111 S 11th Street, Philadelphia, Pennsylvania, United States of America

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 c