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Executive Assistant

4 months ago

Philadelphia, United States Jefferson - Center City, Philadelphia, PA Full time

**Job Summary**:
The Executive Assistant to a Senior Vice President Chief Supply Chain Officer 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 programmatic reporting related to budget performance, Supply Chain OI initiative tracking, monthly key performance indicator reports and related scorecard for the EVP / CFO (and others as required), develop, transmit and prepare a monthly Supply Chain newsletter, document and maintain all key meetings, as designated by the Chief Supply Chain Officer, maintain and report on a key initiative and status tracking report for the Chief Supply Chain Officer, prepare and coordinate all Supply Chain Leadership Meetings in tandem with the Chief Supply Chain Officer, maintain all master organizational charts and related position control report, receive, document and process all supplier rebate checks received, coordinate overall Corporate Supply Chain space allocations and requirements, coordinate, organization and prepare Supply Chain related associate recognition events, including service anniversaries, 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. Must be highly proficient in MS Office, including Excel-based spreadsheets and pivot tables, PowerPoint presentations and Visio. Must be capable and proficient in developing and maintaining process flow diagrams and programmatic tracking spreadsheets. Supports key direct reports of the Chief Supply Chain Officer with overall schedule management, meeting coordination and overall supplier partner interaction. Responsible for analytics management within the various Supply Chain supply and purchased services expense management platforms, pulling key reports and analytics as directed by the Chief Supply Chain Officer and designated members of the Supply Chain Leadership Team.

**Essential Functions**:

- 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.
- Coordinates and schedules all Supply Chain associated related recognition and communication events, including quarterly town hall meets, employee celebration and recognition events. Develop and manage the issuance / results of post event surveys,
- Serves as the Supply Chain Workday Community Representative.
- Coordinates all One-on-One meetings for the Chief Supply Chain Officer in relation to the Supply Chain Leadership Team, including establishing MS Teams Sites and archive files.
- Manages and prepares the calendar year PTO forecast and schedule for the Chief Supply Chain Officer and designed Supply Chain Leadership Team.
- Maintains the Supply Chain Corporate budget and monthly variance reporting. Coordinates entering key budget projects for the Chief Supply Chain Officer on an annualized basis.
- Maintains the Supply Chain master organizational charts, Position Control Report, master list of all FTE, by Position Control Number, including a Vacant Positions report.
- Responsible to manage and approve all Supply Chain associate expense submission and IS&T related approval requests.
- Maintains the Supply Chain Corporate budget and monthly variance reporting

**Education**:
High School Diploma Required; Bachelor’s Degree preferred

**AND**

**Experience**:
A minimu