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Senior Executive Support Specialist

2 months ago

Philadelphia, Pennsylvania, United States JobRialto Full time

Position Overview:


The contractor will play a crucial role in supporting the academic endeavors of physicians, which includes the development and management of curriculum vitae within the database system. This position demands a collaborative and research-oriented mindset.

Additionally, the contractor will oversee the budgeting and financial aspects of the physicians' annual budgets, expenditures, and grant allocations.

The department seeks a highly experienced professional who is technologically adept, innovative, and capable of spearheading initiatives for the leadership team.

It is important to note that this role does not provide support to a single AVP but rather assists 6-8 diverse leaders, including physicians and executive-level personnel, such as Division Chiefs and Vice Chairs.

This position will cater to the clinical and executive needs of these leaders, who often hold multiple roles within the organization. For instance, a radiologist may also serve as an educational leader.

Understanding that this role encompasses support for multiple leaders is essential, as the contractor will be addressing both clinical and administrative requirements.

Job Responsibilities:

Provide advanced administrative and secretarial assistance to the executive leadership. Coordinate internal and external communications, manage projects, and organize meetings. Maintain the leaders' schedules and handle travel arrangements. Interface with other organizational leaders, managing a high volume of tasks and events with precision and attention to detail. Operate independently while exercising discretion.

Key Duties:

General Administrative Responsibilities

Maintain and coordinate schedules/calendars for multiple leaders, including managing travel arrangements and adapting to frequent changes. Ensure leaders remain on schedule for daily appointments and responsibilities.

Plan and organize meetings, including securing venues and occasionally arranging catering services.

Prepare and distribute materials necessary for meeting agendas.

Assist in the creation of presentations and documents required by executives and staff.

Complete expense reports for travel and miscellaneous expenditures, including maintaining detailed records and interfacing with internal accounting personnel and external vendors.

Perform general administrative duties, including managing phone calls, mail, email, and other correspondence, while communicating effectively with department faculty, directors, and hospital management.


Additional Responsibilities as Needed

Support the executive leadership in overall departmental management.

Required Skills:

The department is in search of a seasoned executive assistant who is intuitive, innovative, and possesses strong problem-solving abilities. The contractor will be tasked with supporting multiple leaders and various projects. This role extends beyond typical executive administrative functions, involving complex scheduling, expense management, travel arrangements, project management, data analysis, quality improvement, and preparing research assistants for presentations.


The ideal candidate will have advanced computer skills, including proficiency in Office 365, particularly Excel, and the ability to navigate SharePoint and Microsoft Teams. Advanced skills in Teams, such as setting up breakout rooms during meetings, are also required. Familiarity with Power BI for data analysis is essential.

The department seeks a contractor who is adaptable and can efficiently solve problems using available resources before seeking assistance from staff.

Independent thinking and initiative in finding information are crucial.

This position offers an excellent opportunity for individuals looking to establish a career within the organization, with the potential for conversion to a permanent role.

While conversion to a permanent position cannot be guaranteed, the department has a history of successfully transitioning contractors to permanent roles.

Exceptional phone etiquette and strong interpersonal communication skills are required.


Essential Qualifications:

Strong analytical skills

Ability to adapt to increasing responsibilities

Capability to handle confidential information

Proficiency in managing multiple tasks and prioritizing effectively

Ability to anticipate the needs of executives and proactively initiate solutions

Skill in negotiating or mediating challenging situations with tact and diplomacy

Capacity to work independently and make informed decisions within authorized limits while contributing to a supportive team environment

Ability to collaborate effectively as part of a team to meet organizational objectives

Understanding of the organization's strategic goals and objectives

Strong communication skills

Delegation and project management capabilities

Ability to foresee and initiate solutions

Educational Background:

Required: High School Diploma / GED

Preferred: Associate's Degree

Professional Experience:

Required:

Minimum of five (5) years of executive support and overall coordination experience

Advanced proficiency in word processing, electronic mail, spreadsheet, database, and presentation applications (Microsoft Office)