Executive Assistant

Executive Assistant

JOB-10047775

Anticipated Start Date

November 02, 2026

Location

Newark, DE

Type of Employment

Contract Hire

Employer Info

Our client is one of the country’s most dynamic health care organizations, centered on improving health outcomes, making high-quality care more accessible and lowering health care costs. They are nationally recognized as a great place to work and the best health system to work for in the United States. Rated by Healthgrades as one of America’s 50 Best Hospitals and continually ranked among the nation’s best by U.S. News & World Report, Newsweek, and other national quality ratings. With its groundbreaking Center for Virtual Health and a focus on population health and value-based care, they are shaping the future of health care.

Job Summary

We are looking for individuals to join our client’s team as  Executive Assistant. This role is to provide administrative support to the Vice President, and staff as required. To coordinate the overall endeavors of the Department in a professional and efficient manner ensuring confidentiality of all matters and exercises judgement and discretion in matters of significance.

Job Description

• Provides support to VP; attends meetings and takes and types minutes, composes agenda, drafts and types of correspondence, schedules meetings, maintains up to date filing systems, screens incoming calls and takes accurate telephone messages.
• Schedules and manages complex calendars and schedules
• Anticipates VP’s needs and aids ensure manager is prepared for daily activities.
• Research, compile and analyze information to support executive decision making.
• Coordinates and leads special projects
• Prepare comprehensive reports, presentations and other documents
• Serves as a liaison between VP and other internal and external partners
• Conducts research and provides briefings for meetings and events.
• Applies independent judgement to prioritize and manage tasks in a fast-paced environment
• Handles confidential and complex information with discretion.
• Analyze administrative procedures and make recommendations for improvement.
• Screens correspondence/mail, sorts and prioritizes, bringing items for immediate action to VP’s attention.
• Helps the Department managerial staff to achieve pre-determined goals and objectives for the Department.
• Greets visitors, ascertains nature of business, and escorts or directs visitors to appropriate individuals.
• Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.
• Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment.
• Make travel reservations, orders tickets, make and confirms lodging and airline reservations, and prepare travel advance and expense reports.
• Maintains time and attendance information for the department including timekeeping for payroll.
• Audits and maintains monthly budget sheets for accuracy.
• May supervise or provide guidance to other administrative staff within the department
• Trains new staff members as needed.
• Performs assigned work safely, adheres to safety rules and practices, and reports any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.
• Performs other related duties as directed.

Skills Required

• Four years clerical or secretarial experience
• Knowledge of business office practices.
• Knowledge of clerical methods and techniques.
• Proficient in Microsoft Office products – Word, Excel, PowerPoint, Outlook
• Knowledge of office equipment and machines.
• Knowledge of medical terminology
• Knowledge of departmental policies, procedures, and operations.
• Ability to plan, organize, and handle various tasks simultaneously.
• Ability to use personal computer using word processing, spreadsheet and database programs to enter, store, and retrieve information.
• Ability to maintain confidential and sensitive information and materials.
• Ability to interact effectively and maintain constructive working relationships.
• Ability to establish and maintain departmental filing system.
• Ability to work independently within established guidelines.
• Ability to coordinate and implement changes in appointments and schedules.
• Ability to exercise judgment, tact, and diplomacy.
• Ability to type and transcribe accurately at 80 words per minute.
• Skill in oral and written communication
• Frequent contact with departmental personnel, executive staff members, and other hospital employees to coordinate and disseminate departmental information and facilitate departmental operation
• Physical Demands: Frequent sitting for extended periods with intermittent standing, walking, bending, and light lifting and carrying. Frequent need for close visual attention in using a personal computer for extended periods. Reasonable accommodations may be made to enable a person with disabilities to perform the principal duties and responsibilities.

Education/Training/Certifications

• High School diploma or equivalent required.
• Completion of a program in secretarial science or related field preferred.

Additional Requirements

• Shift: 7 am start time; 6 hours per shift

HirePower Personnel, Inc. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or other characteristics protected by law.