Executive Assistant

Thomas Jefferson University • Philadelphia, PA

30d • Onsite

About The Position

The Executive Assistant to the Dean provides high-level administrative, operational, and strategic support to the Dean of the Jefferson College of Rehabilitation Sciences. The position serves as a central point of coordination for the Dean’s office, ensuring efficient daily operations, effective communication, and seamless support for academic, clinical, research, and administrative initiatives. The Executive Assistant exercises discretion, sound judgment, and professionalism while managing confidential information and representing the Dean’s office to internal and external stakeholders.

Requirements

• Bachelor’s Degree required in Business, Health Administration or related field or demonstrated job experience.
• 5 years of experience in administrative support roles is required, in an academic setting is preferred.
• Proficient PC skills in MS Word, Excel and database software are required.
• Exceptional professionalism, diplomacy, and customer service orientation.
• Ability to build and maintain effective working relationships.
• Strong written and verbal communication skills.
• Advanced organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Strong ethical standards and commitment to institutional policies and procedures.
• Proficiency with office productivity tools (e.g., Microsoft Office, email, calendaring, document management systems).
• Ability to learn and effectively use university administrative systems and technologies.
• Understanding of or ability to learn academic, clinical, and accreditation processes within health sciences environment.
• Adaptability and flexibility in a dynamic academic setting.

Responsibilities

• Provide comprehensive administrative support to the Dean’s office, including complex calendar management, meeting coordination, travel arrangements, and correspondence.
• Serve as the primary liaison between the Dean’s office and faculty, staff, students, university leadership, clinical partners, and external constituents.
• Prepare, review, and edit correspondence, reports, presentations, agendas, and briefing materials on behalf of the Dean’s office.
• Coordinate college-level meetings (e.g., executive leadership, faculty committees, advisory boards), including scheduling, materials preparation, minutes, and follow-up actions.
• Manage confidential and sensitive information with the highest level of discretion and professionalism.
• Support strategic initiatives by tracking deadlines, monitoring progress on key priorities, and facilitating follow-up with interested parties.
• Assist with academic and administrative processes such as faculty affairs, accreditation support activities, policy documentation, and data requests.
• Maintain organized electronic and physical records for the Dean’s office in accordance with university policies.
• Facilitate onboarding and coordination for new faculty, staff, and leadership as directed.
• Monitor and respond to inquiries directed to the Dean’s office, prioritizing and routing matters appropriately.
• Support special projects, events, and initiatives for the College, including commencement activities, retreats, recognition events, and accreditation visits.
• Assist with budget-related administrative tasks such as expense tracking, purchasing requests, and reconciliation as assigned.
• Coordinate communication and logistics for visiting speakers, consultants, and external reviewers.
• Provide backup administrative support to other college leadership offices as needed.
• Participate in university and college committees or working groups as assigned.
• Perform other duties as assigned to support the mission and strategic goals of the college.

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.
• For more benefits information, please click here

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 5,001-10,000 employees