Executive Assistant, School of Pharmacy

Health Partners Plans; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Job summary

Thomas Jefferson University seeks an experienced executive assistant to provide high‑level administrative and operational support to senior leadership in Philadelphia. You will expertly manage complex calendars, communications, and project coordination with discretion and professionalism.

The role requires strong judgment, organizational skill, and the ability to anticipate needs in a fast‑paced environment.

Qualifications

• 3 years of administrative experience, preferably supporting senior executives.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational and prioritization skills.
• Excellent written and verbal communication with senior leaders.
• Ability to exercise discretion and handle confidential information.
• Strong problem‑solving skills and proactive mindset.
• Ability to manage multiple projects with accuracy and deadlines.
• High level of professionalism and customer service orientation.
• Ability to work independently with minimal supervision and collaborate across teams.

Responsibilities

• Interacts with co-workers, visitors, and staff in line with the organization’s values.
• Manages executive calendars, prioritizes competing demands, and resolves scheduling conflicts.
• Serves as primary liaison for leaders, screening inquiries and coordinating follow‑ups.
• Coordinates and supports executive meetings, including agendas, materials, minutes, and action items.
• Prepares, reviews, and distributes correspondence, presentations, and reports with accuracy.
• Coordinates projects and program activities, tracking timelines and deliverables.
• Plans meetings, events, and training sessions with logistics and post‑event follow‑ups.
• Maintains confidentiality of sensitive executive and organizational information.
• Monitors departmental administrative operations and budget‑related purchases.
• Greets visitors and stakeholders, representing the executive office with professionalism.
• Provides guidance or informal leadership to administrative staff as needed.

Skills

Advanced Office skills

Communication

Discretion & confidentiality

Project coordination

Time management

Interpersonal skills

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

Number of Positions In Requisition

1

Job Details

Provides high-level administrative and operational support to senior leadership, ensuring the efficient coordination of executive priorities and day-to-day activities. Acts as a strategic partner to assigned leader(s), managing complex scheduling, communications, and project coordination with a high degree of discretion and professionalism. This role requires strong judgment, advanced organizational skills, and the ability to anticipate needs, prioritize competing demands, and operate effectively in a fast-paced, executive-level environment.

Job Description Summary

Provides high-level administrative and operational support to senior leadership, ensuring the efficient coordination of executive priorities and day-to-day activities. Acts as a strategic partner to assigned leader(s), managing complex scheduling, communications, and project coordination with a high degree of discretion and professionalism. This role requires strong judgment, advanced organizational skills, and the ability to anticipate needs, prioritize competing demands, and operate effectively in a fast-paced, executive-level environment.

Job Duties

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Manages executive calendar(s), including prioritizing competing demands, resolving scheduling conflicts, and exercising independent judgment in handling sensitive, urgent, and confidential matters.
• Serves as a primary liaison for the assigned leader(s), managing communications, screening inquiries, and ensuring timely and appropriate follow-up on internal and external requests.
• Coordinates and supports executive-level meetings, including agenda development, preparation of materials, capturing minutes, and tracking action items to completion.
• Independently prepares, reviews, and distributes correspondence, presentations, reports, and other business materials with a high level of accuracy, professionalism, and discretion.
• Coordinates projects, initiatives, and program-related activities on behalf of the assigned leader(s), including tracking timelines, deliverables, and reporting requirements.
• Plans and executes meetings, events, and training sessions, including logistics, materials, and post-event follow-up.
• Maintains strict confidentiality and safeguards sensitive executive, organizational, and personnel information.
• Monitors and supports departmental administrative operations, including budget-related purchases and resource coordination.
• Greets and assists visitors and stakeholders, representing the executive office with professionalism and strong customer service.
• Provides guidance, coordination, or informal leadership to administrative staff, as appropriate, to ensure alignment and efficiency.

Minimum Qualifications

• High School Diploma/GED
• 3 years of administrative experience required, preferably supporting senior executives or in an executive office.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Microsoft
• Strong organizational and prioritization skills with the ability to manage complex, competing demands and deadlines
• Excellent written and verbal communication skills, with the ability to interact effectively with senior leaders and external
• Demonstrated ability to exercise sound judgment, discretion, and confidentiality in handling sensitive
• Strong problem‑solving skills with the ability to anticipate needs and proactively address
• Ability to manage multiple projects and priorities simultaneously with a high degree of accuracy and attention to
• High level of professionalism, adaptability, and customer service orientation
• Ability to work independently with minimal supervision while maintaining strong collaboration across teams

Preferred Qualifications

• Bachelor's Degree

Physical Demands

Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.

Job Description Disclaimer

This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Thomas Jefferson University Primary Location Address

901 Walnut Street, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jeffers