Executive Assistant to CEO - Administration

Penn State Health
- Penn State Health Corporation

Location: US:

PA:
Hershey
Work Type: Full Time
FTE: 1.00
Shift: Day/Evening

SUMMARY OF POSITION

Responsible to provide administrative assistance to the Chief Executive Officer (CEO) for the Penn State Health System. Provide coordination of high-level, confidential and sensitive internal and external information. Manage complex calendars and schedules, in addition to events and arrangements for meetings. Serve as a liaison between other internal and external Executives, including Board and Trustee members. This position requires independent thinking and problem solving.

ESSENTIAL

FUNCTIONS

• Increased levels of collaboration across departments with support staff and Executives, including the Dean’s office and Board of Directors.
• Assess and prioritize inquiries that come into Penn State Health.
• Scheduling meetings across time zones both domestic and international, coordinating travel is significant.
• The level of complexity is significant with this role. Prioritize and streamline activities, meetings and events for the CEO of PSH.
• Review and proofread documents prior to submission to CEO, as the CEO position is responsible for reviewing and signing off on all PSH contracts and agreements.
• Assist with the writing and prompt the CEO when important communications need to be sent out on behalf of the CEO.
• As support staff are added to Penn State Health, this position will be responsible for maintaining the Kronos timekeeping, and will hold responsibility for confirming office coverage for staff. Assist with preparing documents for HR when new positions are needed or requested.
• Penn State Health holds several sponsor ships, and this position is responsible for scheduling guests to all of the ticketed events that are held at Penn State and the Giant Center, in addition to the delivery and instruction for all events. This also requires processing the invoices for the sponsorship and catering costs for all events. In addition, the position requires significant coordination and interaction with Senior Leadership, Board Members, Donors and other VIPs.
• Make scheduling decisions and direct staff. This position is required to understand the projects and the importance they hold.
• Keep the CEO aware of dates for important meetings, such as Board of Director meetings, that include:
  Hershey Medical Center Board, Penn State Health Board, and often the Penn State Trustee meetings. Schedule prep times for the meetings and organize all the agendas and presentations required. Organize and schedule special Board meetings and often is required to communicate with Board and Trustee members.
• Prepare documentation needed for purchase requests for contractors, and other services PSH requires. Keep apprised of all the policies and information required for hiring consultants and outside companies.
• Prepare and coordinate financial information and reports during budget time.
• Organize and coordinate all ECLIP and MIP goals for direct reports to the CEO. Coordinate and schedule all 1:1 meetings with direct reports and other colleagues as needed, monitor and schedule recurring departmental meetings, Coordinate workflow and partner with other staff and departments to meet deadlines and goals on projects, serve as a principal source of information for all visitors.
• Develop and maintain relationships with various internal and external Executives and Board members.
• Attend meetings as requested in order to document discussion and work assignments to team members, follow up with team members to insure goals are completed in a timely manner. Collect the data and information for review and file accordingly.

MINIMUM QUALIFICATION(S)

• Associate Degree or equivalent experience required.
• Five (5) years of relatable experience supporting Executives and Administrators required.

WHY PENN STATE HEALTH?

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.

Penn State Health offers an exceptional benefits package including medical, dental and vision with no waiting period as well as a Total Rewards Program that highlights a few of the many additional offerings below:

• 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.

WHY PENN STATE HEALTH CORPORATION?

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