JeffTemp - Executive Administrative Assistant

Job Summary

Temporary Executive Assistant to an Executive Vice President. Coordinate and manage executive scheduling, prepare and organize business materials and plans, and support the preparation of meeting materials. Provide the highest level of confidential support for day‑to‑day operations of the EVP’s office. Handle calls, greet visitors, and assist guests to the Office of EVP. Manage electronic and paper filing, inventory, recordkeeping, reports, presentations, and other clerical duties.

Action‑oriented, detail‑focused, and professional with strong confidentiality.

• Manage the EVP’s calendar, including prioritizing sensitive appointments and coordinating group events.
• Plan and execute executive travel itineraries and logistics.
• Prepare meeting agendas, record minutes, and distribute executive summaries.
• Screen and respond to incoming calls; take and deliver accurate messages.
• Greet visitors and direct them appropriately.
• Maintain electronic and paper filing systems, inventory, and records.
• Create correspondence, memos, reports, and presentations with accuracy and timeliness.
• Coordinate department budget reviews and manage purchasing within the departmental budget.
• Assist with coordination of marketing and training events, providing follow‑up and feedback.
• Maintain the highest level of professionalism and confidentiality in all interactions.

• Confidentiality & Discretion – handle sensitive information in compliance with hospital and regulatory standards.
• Travel Arrangements – plan and manage executive travel, itineraries, and logistics.
• Correspondence & Communication – strong written and verbal skills for drafting emails, reports, and executive documents.
• Microsoft Office Suite proficiency – advanced skills in Outlook, Word, Excel, PowerPoint, and Teams.
• Teamwork – effective collaboration with clinicians, administrators, and external partners.
• Professionalism – represent the executive office with maturity, tact, and high service standards.
• Organizational Skills – manage multiple priorities, deadlines, and workflows.
• Attention to Detail – ensure accuracy in documentation, scheduling, and communication.
• Multitasking – handle high‑volume, fast‑paced tasks simultaneously.
• Flexibility & Independence – work autonomously, adapt quickly, and anticipate executive needs.

• Associate or Bachelor’s Degree – preferably in Business Administration, Healthcare Administration, Communications, or related field.
• Minimum of 2 years of administrative support experience for senior leaders or complex administrative functions.

• Medical, dental, vision, life, and AD&D insurance.
• Short- and long-term disability coverage.
• Flexible spending accounts.
• Retirement plans.
• Tuition assistance (discounts after 1year full‑time or 2years part‑time service).
• Additional voluntary benefits and group insurance discounts.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.