Executive Assistant - JHP

Job Details

Works under general supervision and provides administrative support to the Division's Executive Leadership Team (ELT) Leader. and their leadership teams as needed. This role requires the utmost confidentiality, discretion, and critical thinking skills. The Executive Administrative Assistant is viewed as an extension of the Division's core leadership team and is expected to provide administrative support, including planning, and scheduling meetings, managing, coordinating, and optimizing leadership calendars and agendas, expense and vendor management for the Division, and other cross-functional inter-departmental support. The ideal candidate has excellent communication skills, written and verbal, strong relationship building, high emotional intelligence, and self-discipline, and embodies our HPP Core Values.

Job Description

• Schedule appointments and Maintain calendar in MS Outlook for Executive
• Generate correspondence using advanced versions of MS Applications of word-processing, databases, spreadsheets, and other software.
• Analyze data and prepare regularly scheduled reports of data.
• Proofread correspondence and reports accurately
• Maintain electronic filing system.

• Prepare agendas for meetings, materials and take minutes at meetings as required.
• Arrange meetings (virtually and in-person as requested), conferences, trainings, itineraries and travel
• Assist department head in tracking budget.
• Prepare and process all contracts and purchase orders for the department (electronically)
• Maintain and update all Vendor relationships and information as applicable.
• Lead Onboarding process for all leadership hires across the division in coordination with our Human Resources partners. Ensure onboarding plans are in place, support new hire tech support and onsite meet and greets as needed.

• Coordinate and complete special projects as assigned.
• Performs all other tasks that may be required for position.

Education:    

• H.S Diploma or 5+ years of related experience, prior experience supporting a senior level executive, project coordination 3-5 years administrative support experience.

Skills/Abilities:         

• Proficient in Microsoft Office (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft Visio). 
• Excellent oral and written communication skills, as well as strong interpersonal and organizational skills. 
• Knowledge of office management principles required; ability to handle confidential and sensitive information
• Ability to prioritize work and meet deadlines. 
• Requires the ability to work independently and maintain confidentiality
• Able to work in a constant state of alertness and safe manner.
• Some independent judgment/decision making is required. 
• Must be able to communicate effectively with higher level personnel and employees at all levels, possess sound judgment skills and be able to identify and understand operating policies and directives covering office projects and programs     
• Must be a team player.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Primary Location Address

1101 Market, 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 creating new knowledge through basic/programmatic, clinical and applied research.