Executive Assistant, Penn DnA

Responsibilities:

• Coordinates all calendars and scheduling as requested. Ensures all logistics are complete and confirmed. Provides background material/documentation for meetings and sends reminder of meetings to participants.

• Collects and compiles data and other materials for reports, presentations, budgets, correspondence, board reports, etc.; collates and assembles reports and documents as required.
• Handles expenses.
• Tracks contracts on an as needed basis
• Conducts necessary research and provides administrative support for special projects, prepares data and provides follow-]up.
• Draft and edit, PowerPoint presentations, scripts, talking points, leadership messages and other communications as directed.
• Assists in scheduling meetings or providing selected administrative support to others on an as-needed basis; this can include other members of the PennDnA leadership team.
• Plan, edit and write content for a variety of internal communications mediums, such as a staff intranet, newsletters or regular email bulletin.
• Makes travel arrangements and prepares travel advance and expense reports, reconciles travel documents.
• Prepares check request forms for expenses and purchases.
• Assists with planning and other support of PennDnA retreats, meetings, and other events.
• Assists with ordering supplies, deliveries, catering orders, hoteling schedule, conference room management.
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures.
• 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/Experience:

• H.S. Diploma/GED (Required)
• Bachelor's Degree (Preferred)
• 3+ years of experience working with leadership in academic healthcare or a complex system environment.

Skills & Abilities:

• Proficient using Microsoft Office Suite
• Detail oriented. Excellent organizational, interpersonal and communications skills essential.
• Ability and experience coordinating the activities and deliverables of multiple stakeholders from various areas in an organization
• Able to deliver clear and concise product presentations and to write clearly and effectively
• Must have ability to work in a fast-paced environment, to handle multiple priorities, while being highly organized, and to work under strict deadlines. Problem solving initiative to resolve situations.
• Ability to analyze situations, determines their significance and plans appropriate course(s) of action
• Demonstrated ability to develop effective partnerships across the organization at all levels.
• Adobe Creative Cloud Applications
• Communications management software
• Demonstrated experience in evaluating, managing the development of, and implementing projects
• Demonstrated knowledge of healthcare operations and systems desired
• Ability to work successfully in a matrix managed environment