Executive Associate

Children's Hospital of Philadelphia; United States; On-site; USD 63,000 - 80,000; Full time

Job summary

Children's Hospital of Philadelphia (CHOP) invites applications for an Executive Support Specialist who will assist the Radiology Director, Division Chiefs, and AVP with high-level administrative tasks. You will coordinate calendars, plan meetings, arrange travel, prepare materials, and handle confidential information with discretion.

This role requires five years of executive support, strong Microsoft Office skills, superb communication, and the ability to work independently within a hospital

Qualifications

• High School Diploma or GED required.
• Associate's Degree preferred.
• At least five years of executive support and coordination experience.
• Prior healthcare or hospital setting experience preferred.

Responsibilities

• Provide advanced administrative/secretarial support for the AVP.
• Coordinate internal and external communications, projects and meetings.
• Maintain AVP's schedule and manage travel.
• Prepare presentations and documents required by Executive and staff.
• Complete expense reports and maintain detailed records.
• Assist AVP in overall department management.

Skills

MS Office

Phone etiquette

Analytical skills

Multitasking

Confidentiality

Independent worker

Team player

Communication skills

Project management

Education

High School Diploma / GED

Associate's Degree

Tools

Microsoft Office Suite

Job description

SHIFT: Day (United States of America)

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 does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non‑discriminatory means.

A Brief Overview

Individual will support Radiology Director, Division Chiefs, ad hoc services, and centralized workflows. Provides advanced administrative/secretarial support for AVP. Coordinate internal and external communications, projects and meetings. Maintain the AVP's schedule. Manages travel. Interfaces with other leaders within CHOP. Handles a high volume of tasks, events, and actions to be scheduled with ease and attention to detail. Operates independently with discretion.

What you will do

• General Administrative Functions
• Maintain schedules/calendars for the AVP. Includes coordination of travel for the AVP, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping AVP 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.
• Complete expense reports for AVP’s 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.
• Perform general administrative support duties for the AVP. 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 AVP in overall department management

Education Qualifications

• High School Diploma / GED Required
• Associate's Degree Preferred

Experience Qualifications

• At least five (5) years Executive support and overall coordination Required
• Prior experience in a healthcare or hospital setting Preferred

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)
• Strong analytic 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 AVP 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 the organization's strategic goals and objectives (Required proficiency)
• Strong communication skills (Required proficiency)
• Delegation and project management skills (Required proficiency)
• Ability to anticipate and initiate solutions (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, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

$62,900.00 - $80,200.00 Annually

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

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.