Executive Associate to the Chief - Center for Fetal Diagnosis and Treatment

Children’s Hospital of Philadelphia • Philadelphia, PA

23d

About The Position

Provides advanced administrative/secretarial support for AVP. Coordinate internal and external communications, projects and meetings. Maintain the AVP's schedule. Manages travel. Interfaces with other leaders within CHOP. Handles a high volume of tasks, events, and actions to be scheduled with ease and attention to detail. Operates independently with discretion.

Requirements

• High School Diploma / GED - Required
• At least five (5) years Executive support and overall coordination - 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)
• Strong 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 anticipate needs the AVP and other professionals in the department and initiate solutions (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 the organization's strategic goals and objectives (Required proficiency)
• Strong communication skills (Required proficiency)
• Delegation and project management skills (Required proficiency)
• Ability to anticipate and initiate solutions (Required proficiency)

Nice To Haves

• Associate's Degree - Preferred

Responsibilities

• Maintain schedules/calendars for the AVP. Includes coordination of travel for the AVP, 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 AVP’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 AVP. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
• Assist AVP in overall department management

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees