Executive Assistant

Job Details

The Executive Assistant provides support to the Vice President, assisting in everyday office needs and managing general administrative activities. 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 and able to handle confidential information in professional manner.

• Interacts with co‑workers, visitors, and other staff consistent with the values of Jefferson.
• Manages project plans, scheduling and program reporting requirements.
• Manages schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information.
• 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.
• Supports budget purchases. Manage accounts and perform general bookkeeping upon VP request.

• 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.
• 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 appropriately to diverse situations.

Education:

• High School Diploma Required;
  Bachelor’s Degree preferred.

Experience:

• A minimum of two years’ experience in an administrative role.

• Proficiency in Microsoft Office and other office productivity tools, with quickness to learn new software and systems.

Workday Day (United States of America)

Regular

Thomas Jefferson University

1020 Locust Street, Philadelphia, Pennsylvania, United States of America

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.

Jefferson offers a comprehensive package of benefits for full‑time and part‑time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD & D insurance, short- and long‑term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service.

All colleagues, including those who work less than part time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.