Executive Associate to Vice Chair

Children's Hospital of Philadelphia•Philadelphia, PA

About The Position

Children’s Hospital of Philadelphia (CHOP) is seeking Breakthrough Makers to join its diverse community of more than 20,000 individuals. CHOP is the nation's first hospital devoted exclusively to the care of children, founded in 1855, and has been a birthplace for countless breakthroughs in pediatric medicine. The hospital is committed to delivering safe, high-quality, family-centered care and has consistently earned a spot on the U.S. News & World Report's Honor Roll of the nation's best children's hospitals. The Executive Associate to Vice Chair provides advanced administrative/secretarial support for an AVP, coordinating internal and external communications, projects, and meetings. This role involves maintaining the AVP's schedule, managing travel, and interfacing with other leaders within CHOP. The associate handles a high volume of tasks, events, and actions with ease and attention to detail, operating 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)
Excellent phone etiquette and interpersonal/communication skills
Strong analytic skills
Ability to adapt to progressive increase in responsibility
Ability to handle confidential materials
Ability to handle multiple tasks and to prioritize
Ability to anticipate needs the AVP and other professionals in the department and initiate solutions
Ability to negotiate or mediate difficult situations with tact and diplomacy
Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment
Ability to function as part of a team to meet the general needs of the organization
Understanding of the organization's strategic goals and objectives
Strong communication skills
Delegation and project management skills
Ability to anticipate and initiate solutions
CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine.

Nice To Haves

Associate's Degree Preferred

Responsibilities

Maintain schedules/calendars for the AVP, including coordination of travel, managing multiple daily changes, and extensive interface with Organizational Leaders and their assistants.
Keep AVP from running behind on daily appointments and responsibilities.
Plan meetings including securing rooms and occasionally ordering food.
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, including maintaining detailed records, interfacing with internal accounting staff and external vendors, and performing calculations of monies due to or from the department.
Perform general administrative support duties for the AVP, including phones, mail, email, and other correspondences.
Communicate with department faculty, Directors, and hospital management.
Perform project work and general problem solving.
Assist AVP in overall department management.