Executive Assistant to Chair, Pathology - Jefferson Center City

Executive Assistant To Senior Vice President

The Executive Assistant to a Senior Vice President will coordinate and manage executive scheduling, prepare and organize business materials and plans, and support the preparation of meeting materials. The Executive Assistant assists in the day-to-day operations of the SVP's office. Responsible for handling incoming calls, greeting and assisting guests and visitors to the Office of SVP. Assists in electronic and paper filing, inventory, calendar, scheduling, and recordkeeping, reports, presentations, and projects (clerical aspects), distribution of mail, and other duties as assigned. Must be detail oriented and able to handle confidential information in professional manner.

Job Description

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Manages the SVP's calendar, including making appointments and prioritizing the most sensitive matters with an understanding of urgent, critical and/or confidential matters.
• Manages individual or department schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information.
• Manages project plans, scheduling and program reporting requirements on behalf of the SVP.
• Coordinates support for meetings and training events, planning in advance and providing follow up and feedback to SVP and participants.
• Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion.
• Answers incoming calls, greets visitors and guests, directing them as appropriate.
• Screen incoming communications; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Attends required meetings and prepares recording of meeting minutes when appropriate.
• Sustain professionalism and confidentiality with all materials and exercise caution when interfacing with the other employees.
• Responsible for purchasing within the department budget.

Education and Experience:

• High School Diploma/GED required• Bachelor's Degree preferred• 5 years in an administrative role required• Less than 1 year of preferred in an Executive Office environment preferred

Knowledge, Skills and Abilities - Required

• Effective Communications - Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Interpersonal Relationships - Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
• Service Excellence - Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
• Flexibility and Adaptability - Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
• Managing Multiple Priorities - Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Decision Making - Understanding of the issues related to the decision-making process, ability to analyze situations fully and accurately, and reach productive decisions
• Accuracy and Attention to Detail - Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring - Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving - Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations
• Knowledge of Organization - Knowledge of the organization's vision, structure, culture, philosophy, operating principles, values, and code of ethics, ability to apply this understanding appropriately to diverse situation
• Proficiency in Microsoft Office and other office productivity tools, with quickness to learn new software and systems.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Thomas Jefferson University

Primary Location Address

1020 Locust Street, Philadelphia, Pennsylvania, United States of America

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.

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.