Assistant, Executive Administrative

The Wright Center for Graduate Medical Education•Scranton, PA

About The Position

The Executive Administrative Assistant provides high-level administrative and project management support to the Senior Vice President of Strategic Enterprise and Ecosystem Development. The role requires professional, confidential, and independent work while serving as a liaison with internal customers and departments, community partners, and other stakeholders. The assistant uses discretion and independent judgment on organizational work consistent with the authority delegated by the executive and must be organized, professional, respectful, and eager to learn in a fast-paced environment. The position supports the executive’s daily work, including calendar and email management, project coordination, travel planning, communications, meeting preparation, expense processing, and administrative and contracting processes. It also coordinates with other Executive Assistants and internal teams, represents the executive with outside partners, provides front desk coverage at least once per week, assists with community-focused events, and oversees, supports, and manages one direct report.

Requirements

Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool.
Bachelor’s degree in Business, Healthcare, or a related field.
Excellent professional skills and multitasking abilities.
Strong analytical, organizational, and time-management skills.
Excellent interpersonal, written, and verbal communication skills.
Excellent judgment and ability to communicate with all levels of the organization, including executive senior staff and the board of directors, as well as outside community partners.
Excellent computer skills and proficiency with Microsoft Word, Excel, PowerPoint, and the Google Platform.
Willingness to work a flexible schedule aligned with the executive’s expectations.
High level of professionalism and confidentiality.
Valid driver’s license with reliable access to an automobile, or reliable access to transportation to assigned work areas.

Nice To Haves

Buy-in and experience working in the EOS® model.
Advanced degree.
Previous experience as a project manager, office manager, or executive administrative assistant.

Responsibilities

Support all aspects of the executive’s daily work routine, including managing and prioritizing emails, meetings, responsibilities, and calendar appointments.
Build relationships with internal teams and attend team meetings when necessary.
Work with the executive’s direct reports to ensure deliverables are on track and completed in a timely manner.
Coordinate higher-level projects and departmental enhancements, including projects assigned by the executive.
Coordinate schedules, projects, and long-term goals across the organization with the Executive Assistant team.
Arrange travel plans, accommodations, reservations, and itineraries, and manage travel expenses after trips.
Prepare official correspondence, reports, and PowerPoint presentations for the executive, other executives, and the organization as needed.
Prepare detailed meeting agendas and supporting materials.
Prepare, reconcile, and submit credit card expenses, expense reports, and Accounts Payable invoices.
Represent the executive in dealings with outside community partners and other third parties interacting with the organization.
Review, prioritize, and prepare incoming and outgoing correspondence, mail, and other communications on behalf of the executive and other executives as needed.
Use discretion and independent judgment for duties and responsibilities delegated by the executive.
Greet visitors and guests professionally and courteously.
Ensure phone calls and emails are answered or redirected in a timely manner.
Organize meetings, including scheduling, sending reminders to internal and external participants, and arranging catering when necessary.
Prepare meeting agendas, minutes, and follow-up materials.
Organize and manage contracting and administrative processes in support of the executive.
Handle initial inquiries from internal office staff, answer questions, provide guidance, and delegate tasks as appropriate.
Track priorities and ensure they are appropriately accounted for and completed.
Account for appropriate personal appointments and events while managing the business calendar to avoid scheduling conflicts.
Monitor time-off requests and ensure appropriate coverage is arranged when needed.
Maintain confidentiality and ensure sensitive information is shared only on a need-to-know basis at the executive’s discretion.
Assist with community-focused events as necessary.
Provide rotating front desk coverage for Receptionist breaks and lunches, with an expectation to cover at least once per week.
Oversee, support, and manage one direct report.
Perform additional or alternative duties as assigned, including supporting other departments or executives as needed.