Executive Assistant - Helen F. Graham Cancer Center

Christiana Care Health System; Newark (DE); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

403(b) Retirement Savings Plan

Generous Paid Time Off

Care.com Membership and Backup Care

Job summary

ChristianaCare is seeking a dedicated Executive Assistant to support the Medical Director of the Helen F. Graham Cancer Center. This full-time role requires proactive, independent work and strong organizational skills in a fast-paced environment.

Responsibilities include calendar management, scheduling, visitor reception, and liaising with Cancer Center staff. Proficiency in MS Office and handling confidential information are essential.

Qualifications

• Completion of a business college program in Office Administration, Secretarial Science, or a related field.
• Minimum of four (4) years of clerical and secretarial experience required.
• Executive-level administrative support experience preferred.

Responsibilities

• Manage and maintain the Medical Director's complex calendar, ensuring efficient scheduling and prioritization of activities.
• Prepare the Medical Director for daily meetings, appointments, and events.
• Welcome visitors and ensure a professional and positive experience.
• Serve as a liaison between the Medical Director and Cancer Center staff.
• Draft and prepare correspondence, reports, meeting minutes, presentations, and other business documents.
• Coordinate meetings and events, including scheduling, catering, room reservations, equipment setup, and distribution of materials.
• Attend meetings and document proceedings as needed.
• Maintain confidential and sensitive information, including personnel documents and curriculum vitae (CVs).
• Establish and manage filing systems and records for efficient access to information.
• Manage incoming calls and communications, directing inquiries appropriately.
• Maintain tracking systems to monitor deadlines and follow-up activities.
• Coordinate travel arrangements, prepare itineraries, and process expense reports.
• Provide administrative support to leadership as needed.
• Support Cancer Center initiatives and accreditation activities as directed.
• Adhere to all departmental safety standards and promptly report any unsafe conditions.

Skills

Microsoft Office

Calendar management

Verbal communication

Confidentiality

Interpersonal skills

Typing 80 wpm

Education

Office Administration (business college program)

Tools

Database systems

Job description

Do you want to work at one of the Top 100 Hospitals in the Nation?

At ChristianaCare, we are guided by our values of Love and Excellence and are passionate about delivering health, not just health care. Join a health system that is making a difference in the lives of the communities we serve every day.

ChristianaCare is seeking a full-time Executive Assistant to support the Medical Director of the Helen F. Graham Cancer Center. This highly visible role serves as the primary point of contact for internal and external interactions and requires a proactive professional who can thrive in a dynamic, fast-paced environment.

The ideal candidate is an independent thinker with exceptional organizational skills, strong attention to detail, a passion for service excellence, and outstanding communication abilities.

Join ChristianaCare and help us deliver exceptional care with Love and Excellence every day.

Key Responsibilities

• Manage and maintain the Medical Director's complex calendar, ensuring efficient scheduling and prioritization of activities.
• Prepare the Medical Director for daily meetings, appointments, and events.
• Welcome visitors and ensure a professional and positive experience.
• Serve as a liaison between the Medical Director and Cancer Center staff.
• Draft and prepare correspondence, reports, meeting minutes, presentations, and other business documents.
• Coordinate meetings and events, including scheduling, catering, room reservations, equipment setup, and distribution of materials.
• Attend meetings and document proceedings as needed.
• Maintain confidential and sensitive information, including personnel documents and curriculum vitae (CVs).
• Establish and manage filing systems and records for efficient access to information.
• Manage incoming calls and communications, directing inquiries appropriately.
• Maintain tracking systems to monitor deadlines and follow-up activities.
• Coordinate travel arrangements, prepare itineraries, and process expense reports.
• Provide administrative support to leadership as needed.
• Support Cancer Center initiatives and accreditation activities as directed.
• Adhere to all departmental safety standards and promptly report any unsafe conditions.

Knowledge, Skills, and Abilities

• Knowledge of business office practices and administrative procedures.
• Knowledge of clerical methods, office technology, and departmental operations.
• Excellent organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and database systems.
• Strong written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Ability to work independently and exercise sound judgment, tact, and diplomacy.
• Strong interpersonal skills with the ability to build effective working relationships.
• Ability to coordinate and manage changing schedules and priorities.
• Typing proficiency of 80 words per minute preferred.

Education and Experience

• Completion of a business college program in Office Administration, Secretarial Science, or a related field required.
• Minimum of four (4) years of clerical and secretarial experience required.
• Executive-level administrative support experience preferred.

Schedule Day Shift

Why ChristianaCare?

ChristianaCare offers a competitive benefits package designed to support your health, wellness, and financial well-being, including:

• Medical, Dental, Vision, and Life Insurance
• 403(b) Retirement Savings Plan
• Generous Paid Time Off
• Care.com Membership and Backup Care Services through Care@Work
• Retirement Planning Services
• Financial Coaching Resources