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   Current UPHS employees must apply HERE

Executive Assistant

Job ID: 143690
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Jul 27, 2022
Work Schedule: 8hr Days

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?


  • The Executive Assistant (EA) will provide executive level administrative support to the Department Chair, COO, and COS, anticipating and executing upon those needs. The EA will coordinate among management team members and within the organization on behalf of the executive team to align current activities with priorities. S/he will obtain and transmit information to executive team from within the organization to assist in furthering priorities, as well as filter communications of executive team and prioritize communications for executive review. S/he will serve as liaison between department executives, faculty, administrators, and PSOM, UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for the department's faculty, responding to various inquiries and resolving issues. The EA will work to execute the initiatives and maximize efforts of executives. The EA will oversee administrative support staff to ensure the efficient operation of the Chair's Suite.


 General operations

Support and comply with all standards for UPHS licensure; to include JCAHO, State and any other licensing agencies.

 Complete all annual in-service programs and other compliance requests either online, in person, andor in writing as established by UPHS and Department policies.

 Office management

Manage the routine operation of the Chair’s Suite, which includes oversight of the administrative support staff of the Vice Chairs and Executive Leadership

Ensure efficient operations, including adequate coverage as appropriate

Approve time-off

Evaluate performance

Manage and maintain complex calendars of the Chair, COO, COS

Schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of responsibilities and priorities of executives

Ensure that executives are prepared for meetings

Coordinate travel arrangements

Develop itineraries

Process reimbursements and payments

Manage incoming calls and email


Collect and compile data, statistics and other materials accurately for reports, budgets, correspondence, etc

Research available sources thoroughly to gather requested or needed information

Written communication/documents

Prepare, edit, and distribute various materials

Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements

Maintains files and records

Performs duties in accordance with Penn Medicine and entity values, policies, and procedures

Other duties as assigned to support the unit, department, entity, and health system organization


    Education or Equivalent Experience:

    • Bachelor of Arts or Science (Required)
    • 2+ years Experience supporting C-Level Executives, preferably in a non-profit organization

    We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

    Live Your Life's Work

    We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

       Current UPHS employees must apply HERE
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