Executive Associate - Office of Community Impact and Government Affairs

Children's Hospital of Philadelphia•Philadelphia, PA

About The Position

The Executive Associate for the Office of Community Impact & Government Affairs provides advanced administrative/secretarial support for the AVP's for each division. They will coordinate internal and external communications, projects and meetings. The EA I will maintain both the AVP's schedules, manage travel, and interface with other leaders within CHOP. The Executive Associate I handles a high volume of tasks, events, and actions to be scheduled with ease and attention to detail and is required to operate 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 and calendars for AVP Government Affairs and AVP Office of Community Impact
Arrange travel logistics for AVPs, and special events for OCI and GA.
Manage tasks, deadlines, events, and actions items from AVPs with high attention to detail. Also includes keeping AVP from running behind on daily appointments and responsibilities.
Create and provide materials as necessary for team/leadership agenda.
Write and distribute team meeting notes to help document OCI and GA work and identify actions steps to help move it forward.
Provide technological support for AVPs related to presentations, including formatting PowerPoint slides, printing and distributing meeting materials, assisting with projection, and other related duties.
Coordinate expenses report and submission for AVPs and Directors (and delegates when necessary).
Process invoices, purchase orders, and expenses.
Create purchase orders, follow documents for signature, and confirm payment.
Create and provide materials as necessary for meeting agendas.
Gather invoices and travel expenses as directed for inclusion in federal/state/local lobbying reports.
Responsibilities for phone, mail and other correspondences, communication with OCI and GA.
Manage the ongoing compliance and requirements for office technology integration, represent the office as change champion for CHOP rollout of technology and assist teams in transition to new internal tools and applications.
Order gift cards supplies and snacks, maintaining ongoing inventory as needed.
Maintain storage spaces and support communications/coordination with facilities.
Coordinate external office visits and tours or events, including participant schedules and contact details, room reservations, delivery of materials, catering, and communication with parking and security, etc.
Coordinate retreats (team and office) and group outings/activities.
Obtain and organize information for use in conferences, speeches, and reports as requested.
Coordinate workspace needs including ordering technology, office supplies, ordering equipment, service now tickets, moving supplies and organization.
Coordinate Enterprise-required trainings
Support basic contract administration (contract execution handled by program management).
Facilitate new hire orientation twice a year
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