Executive Assistant to the Department Chair, OB/GYN - Jefferson Center City

City of Philadelphia - Philadelphia, PA

Full-time - Entry Level

Philadelphia, PA

10,001+ employees

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant to the Department Chair in OB/GYN at Jefferson Center City plays a crucial role in supporting the Vice President by managing various administrative tasks and ensuring the smooth operation of the office. This position involves a wide range of responsibilities, including electronic and paper filing, inventory management, calendar scheduling, and recordkeeping. The Executive Assistant is expected to handle reports, presentations, and projects, focusing on the clerical aspects of these tasks. Attention to detail is paramount, as the role requires the handling of confidential information in a professional manner. In addition to general administrative duties, the Executive Assistant will interact with co-workers, visitors, and other staff, embodying the values of Jefferson. The role includes managing project plans, scheduling, and program reporting requirements, as well as coordinating meetings. The Executive Assistant must be adept at supporting complex ongoing meeting processes, which includes capturing minutes and distributing updates and information. The position also requires the creation of correspondence, memos, presentations, and reports, ensuring accuracy and timeliness in their completion. The Executive Assistant will answer incoming calls, greet visitors and guests, and direct them appropriately. Screening incoming communications, taking and delivering accurate messages, and responding to requests by gathering and providing information are also key responsibilities. Additionally, the Executive Assistant will support budget purchases, manage accounts, and perform general bookkeeping tasks upon the Vice President's request.

Responsibilities

• Provide administrative support to the Vice President, managing everyday office needs.
• Assist in electronic and paper filing, inventory management, and recordkeeping.
• Manage project plans, scheduling, and program reporting requirements.
• Coordinate meetings and support complex ongoing meeting processes, including capturing minutes.
• Create correspondence, memos, presentations, and reports, ensuring accuracy and timeliness.
• Answer incoming calls and greet visitors, directing them as appropriate.
• Screen incoming communications and respond to requests by gathering and providing information.
• Support budget purchases and manage accounts as needed.

Requirements

• High School Diploma required; Bachelor's Degree preferred.
• A minimum of two years' experience in an administrative role.
• Detail-oriented with the ability to handle confidential information professionally.
• Strong organizational skills and ability to manage multiple tasks effectively.

Nice-to-haves

• Experience in a healthcare setting is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong communication skills, both verbal and written.

Benefits

• Health insurance coverage.
• Paid time off and holidays.
• Opportunities for professional development and training.