Executive Assistant - Global Medicine

SHIFT:

Seeking Breakthrough Makers
Children's Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation. At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.

CHOP's Commitment to Diversity, Equity, and Inclusion

CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children. We strongly encourage candidates of all races, colors, ethnicities, religions, perspectives, sexes, backgrounds, and lived experiences to apply.

A Brief Overview
Provides advanced administrative/secretarial support for VP. Coordinate internal and external communications, projects and meetings. Maintain the VPs schedule. Prepares documents/reports. Manages travel. Interfaces with other leaders within CHOP. Comprehends broader implications of workload and its impact on the firm. Proactively balances and sequences activities accordingly and in partnership with leaders. Operates independently with discretion. Improves upon existing processes or procedures.

What you will do

• General Administrative Functions
• Maintain schedules/calendars for the VP. Includes coordination of travel, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping VP from running behind on daily appointments and responsibilities.
• Plan meetings including securing rooms, and occasionally ordering food, etc.
• Create and provide materials as necessary for agenda.
• Provide support in preparing presentations and documents required by Executive and staff.
• Coordinate Expenses Report
• Complete expense reports for travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
• Responsibilities for Phone, Mail etc.
• Perform general administrative support duties for the VP. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
• Other Duties as Required
• Assist VP in overall department management

Education Qualifications

• High School Diploma / GED - Required
• Bachelor's Degree - Preferred

Experience Qualifications

• At least five (5) years Related Experience - Required
• Previous experience supporting Executives - Required

Skills and Abilities

• Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office) (Required proficiency)
• Excellent phone etiquette and interpersonal/communication skills (Required proficiency)
• Excellent analytical skills (Required proficiency)
• Ability to adapt to progressive increase in responsibility (Required proficiency)
• Ability to handle confidential materials (Required proficiency)
• Ability to handle multiple tasks and to prioritize (Required proficiency)
• Ability to anticipate needs the VP and other professionals in the department and initiate solutions (Required proficiency)
• Ability to negotiate or mediate difficult situations with tact and diplomacy (Required proficiency)
• Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment (Required proficiency)
• Ability to function as part of a team to meet the general needs of the organization (Required proficiency)
• Understanding of all key business areas (Required proficiency)
• Provides critical thinking and complex problem solving (Required proficiency)
• Strategic planning and ability to lead projects while working autonomously (Required proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, professionals working onsite-at any CHOP location, for any portion of time-must be vaccinated for COVID-19. Learn more.

EEO / VEVRAA Federal Contractor | Tobacco Statement

SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.