Executive Assistant

Lehigh Valley Health Network•Philadelphia, PA

15d•Onsite

About The Position

Imagine a career at one of the nation's most advanced health networks. Be part of an exceptional health care experience. Join the inspired, passionate team at Lehigh Valley Health Network, a nationally recognized, forward-thinking organization offering plenty of opportunity to do great work. LVHN has been ranked among the "Best Hospitals" by U.S. News & World Report for 23 consecutive years. We're a Magnet(tm) Hospital, having been honored five times with the American Nurses Credentialing Center's prestigious distinction for nursing excellence and quality patient outcomes in our Lehigh Valley region. Finally, Lehigh Valley Hospital - Cedar Crest, Lehigh Valley Hospital - Muhlenberg, Lehigh Valley Hospital- Hazleton, and Lehigh Valley Hospital - Pocono each received an 'A' grade on the Hospital Safety Grade from The Leapfrog Group in 2020, the highest grade in patient safety. These recognitions highlight LVHN's commitment to teamwork, compassion, and technology with an unrelenting focus on delivering the best health care possible every day. Whether you're considering your next career move or your first, you should consider Lehigh Valley Health Network. Interested colleagues should apply to the formal posting here: https://jeffersonhealth.wd5.myworkdayjobs.com/ThomasJeffersonExternal/job/Philadelphia-PA/Executive-Assistant-to-EVP--Human-Resources---Jefferson-Health--Center-City_REQ-0027095 This role has onsite expectations in Philadelphia 3-4 days per week. Job Details 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
8 years’ experience in an administrative role
Ability to work under/handle stressful situations
Highly proficient in Microsoft Office and similar applications
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

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, reports, presentations, and projects (clerical aspects), distribution of mail, and other duties as assigned
Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters
Manage the individual and department calendars with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information
Coordinate project plans and executive summaries in current and future fiscal years
Create correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion
Coordinate with leaders in marketing in plans of executive support
Answer 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
Attend required meetings and prepares recording of meeting minutes when appropriate
Sustain professionalism and confidentiality with all materials, and exercise caution when interfacing with employees
Responsible for purchasing within the department budget
Coordinate department budget reviews with other Executive Assistances