Wills Eye Hospital · 8 hours ago
Administrative Assistant ? Executive Office
Philadelphia, PA
Full-time
Onsite
New Grad, Entry LevelWills Eye Hospital is seeking an Administrative Assistant to provide high-level administrative support to the Executive Office. This role will involve coordinating schedules, managing communication, and assisting with various administrative tasks to ensure efficient operations.
BiotechnologyHealth CareMedical
Responsibilities
Serve as the primary point of contact for the Executive Office by answering and directing phone calls, greeting visitors, and providing courteous, professional assistance to staff, patients, physician leaders, and external partners
Coordinate complex scheduling for in-person and virtual meetings involving executive leadership, operational leaders, and physician staff, including preparing agendas and materials, arranging catering when appropriate, and managing logistics and technology needs
Act as a liaison between the Executive Office and internal departments, medical staff, vendors, and external organizations to ensure timely communication and follow-up on action items
Maintain and organize confidential hospital records, executive files, and governance-related documents in compliance with HIPAA, privacy regulations, institutional policies, and record-retention standards
Prepare, format, and proofread executive-level correspondence, reports, presentations, and meeting materials, ensuring accuracy, consistency, and professionalism
Utilize financial and accounting systems, including check requisition and payment processing platforms, to process invoices, expense reimbursements, purchase requests, and departmental payment requests accurately and in a timely manner
Support meeting management for executive and leadership committees, including preparing meeting packets, recording and distributing minutes when requested, tracking follow-up items, and maintaining documentation
Assist with planning and coordination of executive meetings, hospital events, leadership retreats, and internal functions, working closely with clinical and operational stakeholders
Maintain the Executive Boardroom calendar, coordinate room scheduling, and ensure meeting spaces are appropriately set up and maintained
Order office supplies and manage administrative inventory for the Executive Office; coordinate with Facilities, IT, and other support departments as needed
Provide administrative support for special initiatives and projects as assigned, including organization-wide operational or administrative efforts
Anticipate the needs of executive leadership by proactively identifying issues, prioritizing tasks, and recommending administrative solutions to support operational efficiency
Qualification
Required
High-level administrative support experience
Ability to coordinate complex scheduling for meetings
Experience in maintaining and organizing confidential records
Proficiency in preparing, formatting, and proofreading executive-level correspondence and reports
Experience with financial and accounting systems for processing invoices and payments
Ability to support meeting management for executive and leadership committees
Experience in planning and coordinating meetings and events
Ability to manage office supplies and administrative inventory
Proactive problem-solving skills and ability to anticipate executive leadership needs
Preferred
Experience in a healthcare environment
Familiarity with HIPAA and privacy regulations
Strong organizational and detail-oriented skills
Ability to thrive in a fast-paced environment
Excellent communication and interpersonal skills
Company
Wills Eye Hospital
WIlls Eye Hospital is an eye treatment center providing surgical and diagnostic services.
Founded in 1832
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Michael Allen
Chief Operating Officer
Dr. Tamara B.
PEDIATRIC OPTOMETRIST
Recent News
The Philadelphia Inquirer
2025-09-19
The Philadelphia Inquirer
2025-07-19
The Philadelphia Inquirer
2025-07-19
Company data provided by crunchbase