Executive Assistant - Administration

Location: US:

PA:
Hershey
Work Type:
Full Time
FTE: 1.00

Shift: Day

Hours:

8:00 a - 5:00 p

In Office Position

Provides administrative assistance to a President or Executive Vice President. Provides coordination of high-level, confidential and sensitive internal and external information. Manages complex calendars and schedules, in addition to events and arrangements for meetings. This position should be able to hire and assist additional support staff in Penn State Health. The position is a liaison between other internal and external Executives, including Board and Trustee members.

• Communicates frequently, on behalf of the Executive, with high level administrative staff at Penn State University, Penn State Health, government agencies, industry, health care institutions, etc. in resolving administrative matters and activities.
• Leads the daily Administration operation to include coordinating of office staff, planning and organizing workflow as needed in the administrative suite.
• Recruits, orients, trains, directs, and evaluates administrative office staff.
• Conducts staff meetings.
• Completes a broad variety of administrative tasks for the Executive including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
• Coordinates registration, travel and lodging.
• Prepares and processes highly confidential information and documents, and ensures the secure storage of these and other sensitive documents.
• Maintains strict confidentiality regarding Departmental transactions, files and affairs on behalf of Executive.
• Works with the various PSH Departments, Associate Deans, Departmental Chairs, Administrators and Managers in the conduct of business and resolves problems representing the Executive. Establish and maintain relationships and uses exceptional communication skills at all levels of the organization across multiple locations.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Screens incoming calls and correspondence and responds independently when possible; may sign or send communications on Executive's behalf.
• Handles as many items as possible prior to or without the Executive or other executive's involvement, noting comments and suggestions and rerouting to appropriate Administrator of action.
• Works with Executive team to facilitate Board of Directors and other management meetings, including preparation and coordination of agenda.
• Prepares presentations/reports for the Executive Director and other executives.
• Support other executives in a backup role as necessary.
• Interpret administrative guidelines/policies as necessary triaging to appropriate administrative personnel when needed.
• Coordinates and oversees special activities and events.
• Approves and processes purchase orders, special requests for checks and other transactions for the department.

• Associates Degree or equivalent experience
• Five (5) years of relevant experience

Penn State Health offers exceptional opportunities to learn and grow, exposure to a wide patient population, and the ability to provide individualized, innovative, and specialized care to patients in the community.

• Be Well with Employee Wellness Programs, and Fitness Discounts (University Fitness Center, Peloton).
• Be Balanced with Generous Paid Time Off, Personal Time, and Paid Parental Leave.
• Be Secured with Retirement, Extended Illness Bank, Life Insurance, and Identity Theft Protection.
• Be Rewarded with Competitive Pay, Tuition Reimbursement, and PAWS UP employee recognition program.
• Be Supported by the HR Solution Center, Learning and Organizational Development and Virtual Benefits Orientation, Employee Exclusive Concierge Service for scheduling.

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