Executive Assistant of COO & VPs (Thomas Jefferson University Hospital-TJUH) - Center City

Job Details

The Executive Assistant serves as a trusted partner to the Chief Operating Officer and Vice Presidents, providing high-level administrative, operational, and strategic support. This role is responsible for managing complex calendars, coordinating executive communications, facilitating meetings and projects, and ensuring seamless day-to-day operations. The ideal candidate demonstrates exceptional organizational skills, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced environment.

Job Description

Job Duties

• Serve as the primary administrative partner to the COO and two Vice Presidents.
• Manage highly complex calendars, resolving scheduling conflicts and prioritizing executive time effectively.
• Coordinate leadership meetings, including agenda development, meeting preparation, materials distribution, and follow-up.
• Track action items, commitments, and key initiatives, ensuring accountability and timely completion.
• Prepare correspondence, presentations, reports, and executive communications.
• Coordinate department and leadership events, including logistics, catering, room reservations, and technology support.
• Support operational and strategic initiatives through project coordination and tracking.
• Manage confidential and sensitive information with the highest degree of professionalism and discretion.
• Build and maintain strong relationships across departments and leadership teams.
• Anticipate executive needs and proactively identify solutions to operational challenges.
• Develop and maintain tracking tools, reporting mechanisms, and process improvements to enhance efficiency.

Minimum Qualifications

• High School Diploma/GED
• 3 years of administrative experience required, preferably supporting senior executives or in an executive office.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Microsoft
• Strong organizational and prioritization skills with the ability to manage complex, competing demands and deadlines
• Excellent written and verbal communication skills, with the ability to interact effectively with senior leaders and external
• Demonstrated ability to exercise sound judgment, discretion, and confidentiality in handling sensitive
• Strong problem-solving skills with the ability to anticipate needs and proactively address
• Ability to manage multiple projects and priorities simultaneously with a high degree of accuracy and attention to
• High level of professionalism, adaptability, and customer service orientation
• Ability to work independently with minimal supervision while maintaining strong collaboration across teams

Preferred Qualifications

• Bachelor’s Degree

Additional Qualifications

Physical Demands
Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.

Job Description Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

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