JeffTemp - Executive Administrative Assistant

Jefferson Health Plans•Philadelphia, PA

1d•Onsite

About The Position

The Temporary Executive Assistant to an Executive Vice President will coordinate and manage executive scheduling, prepare and organize important business materials and plans, and support the preparation of meeting materials. The individual in this role provides the highest level of confidential support as they assist in the day-to-day operations of the EVP’s office. Responsible for handling incoming calls, greeting and assisting guests and visitors to the Office of EVP. 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. Provide comprehensive and must be detail oriented and action oriented able to handle confidential information in professional manner and bring items to a close and next step action items. This is an in-person position with a required schedule of Monday-Friday 8am-4:30pm

Requirements

Demonstrated ability to handle sensitive information in compliance with hospital and regulatory standards.
Ability to plan and manage executive travel, itineraries, and logistics.
Strong written and verbal communication skills for drafting emails, reports, and executive-level documents.
Advanced skills in Outlook, Word, Excel, PowerPoint, and Teams.
Effective collaboration with clinicians, administrators, and external partners.
Represents the executive office with maturity, tact, and a high level of service.
Ability to manage multiple priorities, deadlines, and workflows.
Ensures accuracy in documentation, scheduling, and communication.
Comfortable handling high-volume, fast-paced tasks simultaneously.
Works autonomously, adapts quickly to changing needs, and anticipates executive requirements.
Associate or Bachelor’s Degree — Preferably in Business Administration, Healthcare Administration, Communications, or a related field.
Minimum of 2 years supporting senior leaders or managing complex administrative functions.

Responsibilities

Manages the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
Calendar planning often extends to group events, project meeting and coordination of information across multiple departments.
Manages the individual and department calendars with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information.
Coordinates project plans and executive summaries in current and future fiscal years.
Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion.
Coordinates with leaders in marketing in plans of executive support.
Coordinates with leaders in marketing to plan of executive support for meetings and training events, planning in advance and providing follow up and feedback to leader and participants.
Provide executive level of summaries when appropriate.
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 employees.
Provides the highest level of professionalism and confidentiality.
Responsible for purchasing within the department budget.
Coordinate department budget reviews with other Executive Assistances.

Benefits

medical (including prescription)
supplemental insurance
dental
vision
life and AD&D insurance
short- and long-term disability
flexible spending accounts
retirement plans
tuition assistance
voluntary benefits
tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service