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Jefferson Health · 23 hours ago

Executive Assistant

Philadelphia, PA

Full-time

Onsite

Mid, Senior Level

5+ years exp

Jefferson Health is a nationally ranked health care system committed to providing high-quality clinical care and education. They are seeking an Executive Assistant to the Dean of the Jefferson College of Rehabilitation Sciences to provide high-level administrative, operational, and strategic support, ensuring efficient daily operations and effective communication within the Dean's office.

Hospital & Health Care

Responsibilities

Provide comprehensive administrative support to the Dean’s office, including complex calendar management, meeting coordination, travel arrangements, and correspondence

Serve as the primary liaison between the Dean’s office and faculty, staff, students, university leadership, clinical partners, and external constituents

Prepare, review, and edit correspondence, reports, presentations, agendas, and briefing materials on behalf of the Dean’s office

Coordinate college-level meetings (e.g., executive leadership, faculty committees, advisory boards), including scheduling, materials preparation, minutes, and follow-up actions

Manage confidential and sensitive information with the highest level of discretion and professionalism

Support strategic initiatives by tracking deadlines, monitoring progress on key priorities, and facilitating follow-up with interested parties

Assist with academic and administrative processes such as faculty affairs, accreditation support activities, policy documentation, and data requests

Maintain organized electronic and physical records for the Dean’s office in accordance with university policies

Facilitate onboarding and coordination for new faculty, staff, and leadership as directed

Monitor and respond to inquiries directed to the Dean’s office, prioritizing and routing matters appropriately

Support special projects, events, and initiatives for the College, including commencement activities, retreats, recognition events, and accreditation visits

Assist with budget-related administrative tasks such as expense tracking, purchasing requests, and reconciliation as assigned

Coordinate communication and logistics for visiting speakers, consultants, and external reviewers

Provide backup administrative support to other college leadership offices as needed

Participate in university and college committees or working groups as assigned

Perform other duties as assigned to support the mission and strategic goals of the college

Qualification

Calendar managementMicrosoft Office proficiencyConfidential information handlingWritten communicationOrganizational skillsCustomer service orientationTime managementAttention to detailAdaptability

Required

Bachelor's Degree required in Business, Health Administration or related field or demonstrated job experience

5 years of experience in administrative support roles is required

Proficient PC skills in MS Word, Excel and database software are required

Exceptional professionalism, diplomacy, and customer service orientation

Ability to build and maintain effective working relationships

Strong written and verbal communication skills

Advanced organizational and time-management skills with the ability to manage multiple priorities and deadlines

High attention to detail and accuracy

Ability to work independently, anticipate needs, and exercise sound judgment

Demonstrated ability to handle confidential and sensitive information appropriately

Strong ethical standards and commitment to institutional policies and procedures

Proficiency with office productivity tools (e.g., Microsoft Office, email, calendaring, document management systems)

Ability to learn and effectively use university administrative systems and technologies

Understanding of or ability to learn academic, clinical, and accreditation processes within health sciences environment

Adaptability and flexibility in a dynamic academic setting

Preferred

5 years of experience in administrative support roles is preferred, in an academic setting

Benefits

Medical (including prescription)

Supplemental insurance

Dental

Vision

Life and AD&D insurance

Short- and long-term disability

Flexible spending accounts

Retirement plans

Tuition assistance

Voluntary benefits

Tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service

Company

Jefferson Health

Thomas Jefferson University and Thomas Jefferson University Hospitals are partners in providing excellent clinical and compassionate care for our patients in the Philadelphia region, educating the health professionals of tomorrow in a variety of disciplines and discovering new knowledge that will define the future of clinical care.

Founded in 1995

Philadelphia, PA, US

5001-10000 employees