Executive Assistant

Thomas Jefferson University • Philadelphia, PA

7d • Onsite

About The Position

Provides high-level administrative and operational support to senior leadership, ensuring the efficient coordination of executive priorities and day-to-day activities. Acts as a strategic partner to assigned leader(s), managing complex scheduling, communications, and project coordination with a high degree of discretion and professionalism. This role requires strong judgment, advanced organizational skills, and the ability to anticipate needs, prioritize competing demands, and operate effectively in a fast-paced, executive-level environment.

Requirements

• Demonstrated ability to handle sensitive information in compliance with hospital and regulatory standards.
• Ability to plan and manage executive travel, itineraries, and logistics.
• Strong written and verbal communication skills for drafting emails, reports, and executive-level documents.
• Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
• Effective collaboration with clinicians, administrators, and external partners.
• Represents the executive office with maturity, tact, and a high level of service.
• Ability to manage multiple priorities, deadlines, and workflows.
• Ensures accuracy in documentation, scheduling, and communication.
• Comfortable handling high-volume, fast-paced tasks simultaneously.
• Works autonomously, adapts quickly to changing needs, and anticipates executive requirements.
• Experience with Examsoft or Heliocampus
• Associate or Bachelor’s Degree — Preferably in Business Administration, Healthcare Administration, Communications, or a related field.
• Minimum of 2 years supporting senior leaders or managing complex administrative functions.

Responsibilities

• Manages executive calendar(s), including prioritizing competing demands, resolving scheduling conflicts, and exercising independent judgment in handling sensitive, urgent, and confidential matters.
• Serves as a primary liaison for the assigned leader(s), managing communications, screening inquiries, and ensuring timely and appropriate follow-up on internal and external requests.
• Coordinates and supports executive-level meetings, including agenda development, preparation of materials, capturing minutes, and tracking action items to completion.
• Independently prepares, reviews, and distributes correspondence, presentations, reports, and other business materials with a high level of accuracy, professionalism, and discretion.
• Coordinates projects, initiatives, and program-related activities on behalf of the assigned leader(s), including tracking timelines, deliverables, and reporting requirements.
• Plans and executes meetings, events, and training sessions, including logistics, materials, and post-event follow-up.
• Maintains strict confidentiality and safeguards sensitive executive, organizational, and personnel information.
• Monitors and supports departmental administrative operations, including budget-related purchases and resource coordination.
• Greets and assists visitors and stakeholders, representing the executive office with professionalism and strong customer service.
• Provides guidance, coordination, or informal leadership to administrative staff, as appropriate, to ensure alignment and efficiency.

Benefits

• Medical (including prescription)
• Supplemental insurance
• Dental
• Vision
• Life and AD&D insurance
• Short- and long-term disability
• Flexible spending accounts
• Retirement plans
• Tuition assistance
• Voluntary benefits
• Tuition discounts at Thomas Jefferson University (after one year of full time service or two years of part time service)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree