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Executive Associate I

3 months ago

Philadelphia, United States MetaSense Inc Full time
Job DescriptionJob Description

Duties:
***In this role, the contractor is responsible for the academia of the physicians, including developing and maintaining curriculum vitae’s in PENN’s database system and this requires a collegial mindset/research mindset. They are also responsible for budgeting and finance of their physicians’ annual budgets, expenditures, and grant funding. The department is looking for a very seasoned professional and one who is tech savvy, innovative, and who can drive initiatives for their leader.

Please have the candidate’s contact information, including their email address and phone #s listed at the top of their resumes, this is required because the manager will be reaching directly out to the candidates to schedule interviews.

Please note that this job description in Magnit (below) is the facilities job description but there are some inaccuracies. This role does not support the AVP but instead supports 6-8 different leaders, who are a mixture of physicians and executive level leaders, including Division Chiefs and Vice Chairs. The role will support physicians, who are also leaders at the facility, so they have multiple roles at the facility, for example, they are physicians but also executive level leaders. For example, a radiologist who is also an education leader at facility. This role will need to support these 6-8 leaders on their clinical side and their executive leader side. It is very important for the contractor to be aware of this, that this role supports 6-8 leaders, and while supporting these leaders, the contractor will support the leaders’ clinical needs and executive administrative needs***.

Job Summary:
Provides advanced administrative/secretarial support for AVP. Coordinate internal and external communications, projects and meetings. Maintain the AVP\'s schedule. Manages travel. Interfaces with other leaders within facility. Handles a high volume of tasks, events, and actions to be scheduled with ease and attention to detail. Operates independently with discretion.


Essential Functions
• General Administrative Functions
• Maintain schedules/calendars for the AVP. Includes coordination of travel for the AVP, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping AVP from running behind on daily appointments and responsibilities.
• Plan meetings including securing rooms, and occasionally ordering food, etc.
• Create and provide materials as necessary for agenda.
• Provide support in preparing presentations and documents required by Executive and staff.
• Complete expense reports for AVP’s travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
• Perform general administrative support duties for the AVP. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
• Other Duties As Required
• Assist AVP in overall department management


Skills:
***The department is looking for a seasoned executive assistant, who is intuitive, innovative, and excellent at problem solving skills. The contractor will be supporting multiple leaders and multiple projects. This role involves a lot more than typical executive administrative skills, such as complex schedule, expense reports, arranging travel, etc., this role will also be managing project, doing a lot of data analysis, quality improvement, preparing research assistants, preparing the leaders for presentations, etc.

The contractor needs to be advanced in their computer skills, they need to be fluent in office 365, including excel, know how to navigate SharePoint and Microsoft Teams, including more advanced Teams skills, such as setting up break out rooms during Teams meetings, the contractor needs to be able to use Power BI (Business Intelligence) and write queries for data analysis.

The department is looking for a contractor who is teachable and can problem solve easily. For example, the department is looking for a contractor who can figure out problems quickly, with using the resources that they were provided in trainings/by the department, prior to reaching out to staff for answers. They are looking for a contractor who has good independent thinking skills and has initiative to find information with their resources.
This is a good opportunity for someone who would like to get their foot in the door at the facility, in hopes to convert to a permanent role. Although we can’t guarantee that this will be a temp to perm role, this department has a history of converting their contractors to permanent roles***.

Excellent phone etiquette and interpersonal/communication skills
Strong analytic skills
Ability to adapt to progressive increase in responsibility
Ability to handle confidential materials Required Ability to handle multiple tasks and to prioritize
Ability to anticipate needs the AVP and other professionals in the department and initiate solutions
Ability to negotiate or mediate difficult situations with tact and diplomacy
Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment
Ability to function as part of a team to meet the general needs of the organization
Understanding of the organization\'s strategic goals and objectives
Strong communication skills Required Delegation and project management skills
Ability to anticipate and initiate solutions

Required:

High School Diploma / GED

Associate\'s Degree


Work Experience:
Required: At least five (5) years of Executive support and overall coordination
Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office)