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Executive Secretary I

  • Location: Philadelphia, Philadelphia, Pennsylvania
  • Job Type:Contract

Posted 20 days ago

  • Sector: Professional
  • Start Date: 2022-05-09
  • Job Ref: 22-08903
Job Description:

This role provides advanced secretarial and administrative support to the Assistant Vice President (AVP) leaders.

The incumbent will coordinate internal and external communications, projects and meetings for the AVP and other professionals in the department.

Must be able to perform various administrative duties, interface positively with the public, meet deadlines and hold oneself accountable to anticipate the needs of the Executive.

Must be highly organized and able to distinguish among priority items, and plan all scheduled items in detail. Must manage difficult situations with skill, patience, and diplomacy.
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.

Coordinate Expenses Report
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.
Responsibilities for Phone, Mail etc.
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 AVPs in overall department management

Education Requirement:
Required Education and Experience
Required Education: High School Diploma / GED

Required Experience:
• Five (5) years of senior administrative or assistant experience.
• Experience in working with medical terminology.
Preferred Education, Experience & Cert/Lic
Preferred Education: Associates degree