Executive Assistant to EVP, Human Resources - Jefferson Health, Center City

Jefferson Health Plans • Philadelphia, PA

17d • Onsite

About The Position

The 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. Job Description Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. Manages the executive’s calendar, including making appointments and prioritizing the most sensitive matters. Understands the importance of a confidential, paced and accurate response to address inquiries and requests. 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.

Requirements

• High School Diploma Required
• A minimum of eight years’ experience in an administrative role
• Detail oriented and action oriented
• Able to handle confidential information in professional manner

Nice To Haves

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

Responsibilities

• Coordinate and manage executive scheduling
• Prepare and organize important business materials and plans
• Support the preparation of meeting materials
• Handle incoming calls
• Greet and assist guests and visitors
• Assist in electronic and paper filing, inventory, calendar, scheduling, and recordkeeping
• Prepare reports, presentations, and projects
• Distribute mail
• Manage the executive’s calendar
• Capture meeting minutes and distribute updates and information
• Coordinate project plans and executive summaries
• Create correspondence, memos, presentations and/or reports
• Coordinate with leaders in marketing in plans of executive support
• Answer incoming calls, greet visitors and guests, directing them as appropriate
• Screen incoming communications
• Attend required meetings and prepare recording of meeting minutes when appropriate
• Sustain professionalism and confidentiality with all materials
• Responsible for purchasing within the department budget
• Coordinate department budget reviews with other Executive Assistances

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: Executive
• Education Level: High school or GED