Executive Assistant

Job Details
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.

Job Description

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• 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.

Competencies (Knowledge, Skills, and Abilities Required)

• Confidentiality & Discretion - Demonstrated ability to handle sensitive information in compliance with hospital and regulatory standards.
• Travel Arrangements - Ability to plan and manage executive travel, itineraries, and logistics.
• Correspondence & Communication - Strong written and verbal communication skills for drafting emails, reports, and executive-level documents.
• Microsoft Office Suite Proficiency - Advanced skills in Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to Work Well with Others - Effective collaboration with clinicians, administrators, and external partners.
• Professionalism - Represents the executive office with maturity, tact, and a high level of service.
• Strong Organizational Skills - Ability to manage multiple priorities, deadlines, and workflows.
• Attention to Detail - Ensures accuracy in documentation, scheduling, and communication.
• Multitasking Ability - Comfortable handling high-volume, fast-paced tasks simultaneously.
• Flexibility & Independence - Works autonomously, adapts quickly to changing needs, and anticipates executive requirements.

Minimum Education and Experience Requirements

Experience with Examsoft or Heliocampus

Associate or Bachelor's Degree - Preferably in Business Administration, Healthcare Administration, Communications, or a related field.

Administrative Support Experience - Minimum of 2 years supporting senior leaders or managing complex administrative functions.

Work Shift
Workday Day (United States of America)

Worker Sub Type
Regular

Employee Entity
Thomas Jefferson University
Primary Location Address
901 Walnut Street, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.


Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.


Benefits

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.

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