Executive Assistant

Job Description

Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
Manages executive calendar(s), including prioritizing competing demands, resolving scheduling conflicts, and exercising independent judgment in handling sensitive, urgent, and confidential matters.
Serves as a primary liaison for the assigned leader(s), managing communications, screening inquiries, and ensuring timely and appropriate follow-up on internal and external requests.
Coordinates and supports executive-level meetings, including agenda development, preparation of materials, capturing minutes, and tracking action items to completion.
Independently prepares, reviews, and distributes correspondence, presentations, reports, and other business materials with a high level of accuracy, professionalism, and discretion.
Coordinates projects, initiatives, and program-related activities on behalf of the assigned leader(s), including tracking timelines, deliverables, and reporting requirements.
Plans and executes meetings, events, and training sessions, including logistics, materials, and post-event follow-up.
Maintains strict confidentiality and safeguards sensitive executive, organizational, and personnel information.
Monitors and supports departmental administrative operations, including budget-related purchases and resource coordination.
Greets and assists visitors and stakeholders, representing the executive office with professionalism and strong customer service.
Provides guidance, coordination, or informal leadership to administrative staff, as appropriate, to ensure alignment and efficiency.

Competencies

• Confidentiality & Discretion — Demonstrated ability to handle sensitive information in compliance with hospital and regulatory standards.
• Travel Arrangements — Ability to plan and manage executive travel, itineraries, and logistics.
• Correspondence & Communication — Strong written and verbal communication skills for drafting emails, reports, and executive-level documents.
• Microsoft Office Suite Proficiency — Advanced skills in Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to Work Well with Others — Effective collaboration with clinicians, administrators, and external partners.
• Professionalism — Represents the executive office with maturity, tact, and a high level of service.
• Strong Organizational Skills — Ability to manage multiple priorities, deadlines, and workflows.
• Attention to Detail — Ensures accuracy in documentation, scheduling, and communication.
• Multitasking Ability — Comfortable handling high-volume, fast-paced tasks simultaneously.
• Flexibility & Independence — Works autonomously, adapts quickly to changing needs, and anticipates executive requirements.

Minimum Education And Experience Requirements

• Experience with Examsoft or Heliocampus
• Associate or Bachelor’s Degree — Preferably in Business Administration, Healthcare Administration, Communications, or a related field.
• Administrative Support Experience — Minimum of 2 years supporting senior leaders or managing complex administrative functions.