Executive Assistant

JOB DESCRIPTION

SHIFT :

Day (United States of America)

Seeking Breakthrough Makers

Children’s Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.

At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families.

Join us as we build on our promise to advance pediatric care and your career.

CHOP’s Commitment to Diversity, Equity, and Inclusion

CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace.

We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining diverse talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children.

We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview

Provides advanced administrative / secretarial support for SVP / EVP / Department Chair level roles. Coordinate internal and external communications, projects and meetings.

Maintain the executive's schedule. Prepares documents / reports. Obtain and organize information for use in conferences, speeches, and reports as requested by the Executive.

Leader in the administrative profession. Proactively manages executive level communications internal and external to the organization.

Uses discretion when handling sensitive personnel or business information. Supports large projects / initiatives that impact the business on a domestic or international scale (as applicable).

What you will do

• General Administrative Functions
• Maintain schedules / calendars for the SVP / EVP / Department Chair level role(s). Includes coordination of travel for the said executive role(s), multiple daily changes and extensive interface with Organizational Leaders and their assistants.

Also includes keeping AVP from running behind on daily appointments and responsibilities. Plan meetings including securing rooms, and occasionally ordering food, etc.

Create and provide materials as necessary for agenda. Provide support in preparing presentations and documents required by Executive and staff.

• Coordinate Expenses Report
• Complete expense reports for SVP / EVP / Department Chair level role(s) travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
• Responsibilities for Phone, Mail etc.
• Perform general administrative support duties for the SVP / EVP / Department Chair level role(s). Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
• Other Duties As Required
• Assist SVP / EVP / Department Chair level role(s) in overall department management

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• At least five (5) years Related Experience Required
• Previous experience supporting Executives Required

Skills and Abilities

• Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office) (Required proficiency)
• Excellent phone etiquette and interpersonal / communication skills (Required proficiency)
• Excellent analytic skills (Required proficiency)
• Ability to adapt to progressive increase in responsibility (Required proficiency)
• Ability to handle confidential materials (Required proficiency)
• Ability to handle multiple tasks and to prioritize (Required proficiency)
• Ability to negotiate or mediate difficult situations with tact and diplomacy (Required proficiency)
• Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment (Required proficiency)
• Ability to function as part of a team to meet the general needs of the organization (Required proficiency)
• Understanding of all key business areas (Required proficiency)
• Provides critical thinking and complex problem solving (Required proficiency)
• Strategic planning and ability to lead projects while working autonomously (Required proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community.

As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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