Executive Assistant

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

General Summary Statement:

The Executive Assistant performs a variety of administrative and confidential tasks for the SVP(s) of Penn Medicine Chester County Hospital and is responsible for the day-to-day coordination of SVP and other delegated staff schedules. The position will require the ability to use a high degree of tact and diplomacy in handling matters of critical or confidential nature.

Essential Duties and Responsibilities:

1. Arranges appointments and maintains appointment calendar through the utilization of Outlook Scheduling System, ensuring there are no conflicts and allowing enough time to accomplish objectives. Arranges conference calls.

2. Schedules meetings, reserves meeting rooms and equipment, prepares catering requests when requested; ensures that rooms and equipment are set up appropriately prior to start of event.

3. Compiles data and develops reports and presentations.

4. Records, transcribes and distributes minutes in accordance with established procedures.

5. Appropriately handles a variety of confidential materials.

6. Accurately prepares, types and proof reads general correspondence in accordance with acceptable business standards with minimal errors.

7. Maintains files in accordance with established guidelines for easy retrieval of needed material.

8. Prepares response letters for SVP/VP to individuals giving compliments or making suggestions for improvement; distributes documents to designated staff members and Customer Relations/Risk/Quality for resolution when necessary.

9. Inventories and orders supplies for department to assure availability of materials.

10. Manages requests for department repairs or work orders and ensures work is satisfactorily completed in a timely fashion.

11. Prepares check authorizations and expense vouchers as required and sends to Accounts Payable in a timely manner.

12. Registers SVP/VP for various off-site meetings and seminars/conferences, as requested, making travel arrangements and preparing expense vouchers for reimbursement when necessary.

13. Assists and fills in for other departments when necessary; assists with work assignments beyond normal routine when necessary; accepts changes in assignments in the spirit of good teamwork; offers to help other employees by providing assistance when needed.

14. Assists in the coordination of special projects to achieve desired results.

Education Training and Experience:

• Minimum of 2 years experience in an Administrative Assistant role is preferred.
• High School Diploma required; college degree preferred;
• Strong proficiency in grammar and spelling.
• Excellent interpersonal skills – strong verbal and written communication skills.
• Excellent telephone etiquette required; excellent customer service skills required
• Strong prioritization, organizational and problem solving skills.
• Ability to handle matters of a highly sensitive and confidential nature.
• Information Technology experience to include, but not limited to, Microsoft Office (Microsoft Word, Excel, Power Point, Outlook, Visio, etc.).
• Dictaphone transcription experience required.
• Office equipment competence preferred to include, but not limited to, copying, scanning, collating, power point set-up, preparing mailings and filing.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.