Executive Assistant, School of Pharmacy

Jefferson Health; United States; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement plans

Tuition assistance

Job summary

Jefferson Health in Philadelphia seeks an experienced Executive Assistant to provide high-level administrative and operational support to senior leadership. You will act as a strategic partner, managing complex scheduling, communications, and project coordination with discretion and professionalism.

The role requires excellent judgment and the ability to navigate a fast-paced executive office environment. You will greet visitors, prepare materials, coordinate meetings, and support departmental

Qualifications

• 3 years of administrative experience, preferably supporting senior executives or in an executive office.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools.
• Strong organizational and prioritization skills with the ability to manage complex, competing demands and deadlines.
• Excellent written and verbal communication skills with senior leaders and external parties.
• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information.

Responsibilities

• Manages executive calendars, prioritizing competing demands and resolving scheduling conflicts.
• Serves as a primary liaison for assigned leaders, managing communications and follow-ups.
• Coordinates and supports executive-level meetings, including minutes and action tracking.
• Prepares and distributes correspondence, presentations, and reports with high accuracy and discretion.
• Coordinates projects and program activities for assigned leaders, tracking timelines and deliverables.
• Plans meetings, events, and trainings, including logistics and follow-up.

Skills

Executive support

Calendar management

Communications

Project coordination

Discretion

Confidentiality

Education

Bachelor’s Degree

Tools

Microsoft Office

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. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research.

Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students.

Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region.

Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

Benefits

• Benefits Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts.
• Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service.
• All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.
• For more benefits information, please click here

In keeping with Jefferson's Mission, We Improve Lives, it is our goal to recruit, retain, develop and reward highly-qualified employees. If you are enthusiastic, caring and dedicated to service excellence, we invite you to consider joining Jefferson.

Jefferson encourages its employees to expand their knowledge and develop their careers through growth opportunities and continuing education.

With a long standing history, Jefferson has been advancing the medical field from the heart of Center City Philadelphia for nearly 200 years. Our Mission, We Improve Lives, expands to every corner of the organization. From our weekly farmer's market, to our new Jefferson Accelerator Zone for innovation, our employees' passion for the community is evident by the daily gestures towards our patients, students and each other.