Cardiology Executive Assistant - Center

Job Details

The Executive Assistant to a Department Chair will coordinate and manage executive scheduling, prepare and organize business materials and plans, and support the preparation of meeting materials. The Executive Assistant assists in the day-to‑day operations of the SVP’s office. Responsible for handling incoming calls, greeting and assisting guests and visitors to the Office of SVP. Assists in electronic and paper filing, inventory, calendar, scheduling, and recordkeeping, reports, presentations, and projects (clerical aspects), distribution of mail, and other duties as assigned.

Must be detail oriented.

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Manages the SVP’s calendar, including making appointments and prioritizing the most sensitive matters with an understanding of urgent, critical and/or confidential matters.
• Manages individual or department schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information.
• Manages project plans, scheduling and program reporting requirements on behalf of the SVP.
• Coordinates support for meetings and training events, planning in advance and providing follow up and feedback to SVP and participants.
• Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion.
• Answers incoming calls, greets visitors and guests, directing them as appropriate.
• Screen incoming communications; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Attends required meetings and prepares recording of meeting minutes when appropriate.
• Sustain professionalism and confidentiality with all materials, and exercise caution when interfacing with the other employees.
• Responsible for purchasing within the department budget.

High School Diploma Required;
Bachelor’s Degree preferred A minimum of 5 years’ experience in an administrative role. Preferred 1 year in an Executive Office environment. Proficiency in Microsoft Office and other office productivity tools, with quickness to learn new software and systems.

• Effective Communications
  - Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Interpersonal Relationships
  - Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
• Service Excellence
  - Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
• Flexibility and Adaptability
  - Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
• Managing Multiple Priorities
  - Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Decision Making
  - Understanding of the issues related to the decision-making process, ability to analyze situations fully and accurately, and reach productive decisions
• Accuracy and Attention to Detail
  - Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring
  - Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving
  - Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations
• Knowledge of Organization
  - Knowledge of the organization's vision, structure, culture, philosophy, operating principles, values, and code of ethics, ability to apply this understanding…