Executive Assistant, School of Pharmacy

Jefferson Health Plans•Philadelphia, PA

About The Position

The Executive Assistant provides high-level administrative and operational support to senior leadership, coordinating executive priorities and day-to-day activities. The role acts as a strategic partner to assigned leaders by managing complex scheduling, communications, and project coordination with discretion and professionalism. It requires sound judgment, advanced organizational skills, the ability to anticipate needs and prioritize competing demands, and effectiveness in a fast-paced executive environment. The position supports executive meetings, projects, events, departmental administrative operations, and communications. It maintains confidentiality, represents the executive office professionally, and may provide coordination or informal leadership to administrative staff.

Requirements

High school diploma or GED.
At least 3 years of administrative experience; preferably supporting senior executives or working in an executive office.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and collaboration tools such as Microsoft (the specific tool is not fully stated).
Strong organizational and prioritization skills, including the ability to manage complex competing demands and deadlines.
Excellent written and verbal communication skills and the ability to interact effectively with senior leaders and external parties.
Demonstrated sound judgment, discretion, and confidentiality in handling sensitive matters.
Strong problem-solving skills and ability to anticipate needs and proactively address them.
Ability to manage multiple projects and priorities simultaneously with accuracy and attention to detail.
Professionalism, adaptability, and a customer service orientation.
Ability to work independently with minimal supervision while collaborating across teams.

Nice To Haves

Bachelor's degree.

Responsibilities

Interact with co-workers, visitors, and other staff consistent with Jefferson's values.
Manage executive calendars, prioritize competing demands, resolve scheduling conflicts, and use independent judgment when handling sensitive, urgent, and confidential matters.
Serve as a primary liaison for assigned leaders by managing communications, screening inquiries, and ensuring timely and appropriate follow-up.
Coordinate executive-level meetings, including agenda development, preparation of materials, minutes, and tracking action items through completion.
Prepare, review, and distribute correspondence, presentations, reports, and other business materials accurately and professionally.
Coordinate projects, initiatives, and program-related activities, tracking timelines, deliverables, and reporting requirements.
Plan and execute meetings, events, and training sessions, including logistics, materials, and follow-up.
Maintain confidentiality and safeguard sensitive executive, organizational, and personnel information.
Monitor and support departmental administrative operations, including budget-related purchases and resource coordination.
Greet and assist visitors and stakeholders, representing the executive office professionally and providing strong customer service.
Provide guidance, coordination, or informal leadership to administrative staff as appropriate.

Benefits

Medical insurance, including prescription coverage
Supplemental insurance
Dental insurance
Vision insurance
Life and AD&D insurance
Short- and long-term disability insurance
Flexible spending accounts
Retirement plans
Tuition assistance
Voluntary benefits, including access to group insurance rates and discounts
Tuition discounts at Thomas Jefferson University after one year of full-time service or two years of part-time service
Medical insurance, including prescription coverage, is available to all colleagues, including those working less than part-time