Executive Associate III - Department of Surgery

Children’s Hospital of Philadelphia•Philadelphia, PA

4d•$74,250 - $94,660•Onsite

About The Position

Provides advanced administrative/secretarial support for SVP/EVP/Department Chair level roles. Coordinate internal and external communications, projects and meetings. Maintain the executive's schedule. Prepares documents/reports. Obtain and organize information for use in conferences, speeches, and reports as requested by the Executive. Leader in the administrative profession. Proactively manages executive level communications internal and external to the organization. Uses discretion when handling sensitive personnel or business information. Supports large projects/initiatives that impact the business on a domestic or international scale (as applicable).

Requirements

High School Diploma / GED Required
At least five (5) years Related Experience Required
Previous experience supporting Executives Required
Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office) (Required proficiency)
Excellent phone etiquette and interpersonal/communication skills (Required proficiency)
Excellent analytic skills (Required proficiency)
Ability to adapt to progressive increase in responsibility (Required proficiency)
Ability to handle confidential materials (Required proficiency)
Ability to handle multiple tasks and to prioritize (Required proficiency)
Ability to negotiate or mediate difficult situations with tact and diplomacy (Required proficiency)
Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment (Required proficiency)
Ability to function as part of a team to meet the general needs of the organization (Required proficiency)
Understanding of all key business areas (Required proficiency)
Provides critical thinking and complex problem solving (Required proficiency)
Strategic planning and ability to lead projects while working autonomously (Required proficiency)

Nice To Haves

Bachelor's Degree Preferred
The ideal candidate will have the preferred education - Bachelor's degree.

Responsibilities

Maintain schedules/calendars for the SVP/EVP/Department Chair level role(s). Includes coordination of travel for the said executive role(s), multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping AVP from running behind on daily appointments and responsibilities.
Plan meetings including securing rooms, and occasionally ordering food, etc. Create and provide materials as necessary for agenda.
Provide support in preparing presentations and documents required by Executive and staff.
Complete expense reports for SVP/EVP/Department Chair level role(s) travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
Perform general administrative support duties for the SVP/EVP/Department Chair level role(s). Includes phones, mail, e-mail and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
Assist SVP/EVP/Department Chair level role(s) in overall department management.