Executive Assistant

Children's Hospital of Philadelphia - Philadelphia, PA

Full-time - Mid Level

Philadelphia, PA

10,001+ employees

Hospitals

About the position

The Executive Assistant at the Children's Hospital of Philadelphia (CHOP) plays a crucial role in providing advanced administrative and secretarial support to senior leadership, including SVP, EVP, and Department Chair level roles. This position is integral to the smooth operation of the executive's office, requiring a proactive approach to managing communications, schedules, and projects. The Executive Assistant will coordinate internal and external communications, manage the executive's calendar, and prepare necessary documents and reports. This role demands a high level of discretion, especially when handling sensitive personnel or business information, and requires the ability to support large projects and initiatives that may have a significant impact on the organization both domestically and internationally. In this position, the Executive Assistant will be responsible for maintaining the schedules and calendars of the executives, which includes coordinating travel arrangements and managing multiple daily changes. The role also involves planning meetings, securing venues, and preparing materials for agendas. Additionally, the Executive Assistant will complete expense reports for travel and miscellaneous expenses, ensuring detailed records are maintained and interfacing with both internal accounting staff and external vendors. The Executive Assistant will also perform general administrative support duties, which include managing phone calls, mail, emails, and other correspondence. This role requires excellent communication skills and the ability to interact effectively with department faculty, directors, and hospital management. The Executive Assistant will assist in overall department management and may take on other duties as required to support the executives effectively.

Responsibilities

• Maintain schedules/calendars for SVP/EVP/Department Chair level roles.
• Coordinate travel arrangements for executives, managing multiple daily changes.
• Plan meetings, including securing rooms and ordering food as necessary.
• Create and provide materials for meeting agendas and presentations.
• Complete expense reports for travel and miscellaneous expenses, maintaining detailed records.
• Perform general administrative support duties including managing phones, mail, and emails.
• Communicate with department faculty, directors, and hospital management.
• Assist in overall department management and perform other duties as required.

Requirements

• High School Diploma / GED required; Bachelor's Degree preferred.
• At least five (5) years of related experience required.
• Previous experience supporting executives required.
• Advanced proficiency in Microsoft Office applications (word processing, email, spreadsheets, databases, presentations).
• Excellent phone etiquette and interpersonal/communication skills.
• Strong analytical skills and ability to handle confidential materials.
• Ability to manage multiple tasks and prioritize effectively.
• Ability to negotiate or mediate difficult situations with tact and diplomacy.
• Ability to work independently and make job-related decisions within authorized limits.
• Ability to function as part of a team to meet organizational needs.
• Understanding of all key business areas and ability to provide critical thinking and complex problem solving.
• Strategic planning skills and ability to lead projects autonomously.