Executive Assistant, OB/GYN Chair - Jefferson Center City

Thomas Jefferson University • Philadelphia, PA

6d • Onsite

About The Position

The Executive Assistant to a Department Chair will coordinate and manage executive scheduling, prepare and organize business materials and plans, and support the preparation of meeting materials. The Executive Assistant assists in the day-to-day operations of the SVP’s office. Responsible for handling incoming calls, greeting and assisting guests and visitors to the Office of SVP. Assists in electronic and paper filing, inventory, calendar, scheduling, and recordkeeping, reports, presentations, and projects (clerical aspects), distribution of mail, and other duties as assigned.  Must be detail oriented. Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. Manages the SVP’s calendar, including making appointments and prioritizing the most sensitive matters with an understanding of urgent, critical and/or confidential matters. Manages individual or department schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information. Manages project plans, scheduling and program reporting requirements on behalf of the SVP. Coordinates support for meetings and training events, planning in advance and providing follow up and feedback to SVP and participants. 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. Attends required meetings and prepares recording of meeting minutes when appropriate. Sustain professionalism and confidentiality with all materials, and exercise caution when interfacing with the other employees. Responsible for purchasing within the department budget.

Requirements

• High School Diploma Required
• A minimum of five years’ experience in an administrative role
• Must be detail oriented

Nice To Haves

• Bachelor’s Degree preferred
• Preferred in an Executive Office environment

Responsibilities

• Coordinate and manage executive scheduling
• Prepare and organize business materials and plans
• Support the preparation of meeting materials
• Assist in the day-to-day operations of the SVP’s office
• Handle incoming calls
• Greet and assist guests and visitors
• Assist in electronic and paper filing, inventory, calendar, scheduling, and recordkeeping, reports, presentations, and projects (clerical aspects), distribution of mail, and other duties as assigned
• Manage the SVP’s calendar, including making appointments and prioritizing the most sensitive matters with an understanding of urgent, critical and/or confidential matters
• Manage individual or department schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information
• Manage project plans, scheduling and program reporting requirements on behalf of the SVP
• Coordinate support for meetings and training events, planning in advance and providing follow up and feedback to SVP and participants
• Create correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion
• Answer 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
• Attend required meetings and prepares recording of meeting minutes when appropriate
• Sustain professionalism and confidentiality with all materials, and exercise caution when interfacing with the other employees
• Responsible for purchasing within the department budget

Benefits

• Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts.
• Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service.
• All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps ), have access to medical (including prescription) insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees