Administrative Assistant - Executive Office | Full-Time - Philadelphia, PA

About the role

The Administrative Assistant in the Executive Office at Wills Eye Hospital supports the hospital's operations and ensures efficient day-to-day activities are managed effectively.

Responsibilities

• Serve as the primary point of contact for the Executive Office by answering and directing phone calls, greeting visitors, and providing courteous, professional assistance to staff, patients, physician leaders, and external partners.
• Cook
• Coordinate complex scheduling for in-person and virtual meetings involving executive leadership, operational leaders, and physician staff, including preparing agendas and materials, arranging catering when appropriate, and managing logistics and technology needs.
• Act as a liaison between the Executive Office and internal departments, medical staff, vendors, and external organizations to ensure timely communication and follow-up on action items.
• Maintain and organize confidential hospital records, executive files, and governance-related documents in compliance with HIPAA, privacy regulations, institutional policies, and record-retention standards.
• Prepare, format, and proofread executive-level correspondence, reports, presentations, and meeting materials, ensuring accuracy, consistency, and professionalism.
• Utilize financial and accounting systems, including check requisition and payment processing platforms, to process invoices, expense reimbursements, purchase requests, and departmental payment requests accurately and in a timely manner.
• Support meeting management for executive and leadership committees, including preparing meeting packets, recording and distributing minutes when requested, tracking follow-up items, and maintaining documentation.

Qualifications

• Bachelor’s degree required.
• Strong organizational, communication, and interpersonal skills, with a demonstrated ability to maintain confidentiality and professionalism.
• Ability to manage multiple priorities, meet deadlines, and work both independently and collaboratively in a team environment.
• Must have, or be willing to obtain, a Pennsylvania Notary License.