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Executive Assistant

Job ID: 208685
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: full time

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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?

Job Title: Executive Assistant
Department: Medicine Outpatient GI
Location: Hospital of the University of Pennsylvania - 3400 Spruce St
Entity:  CPUP
Hours: Full time regular


  • The Executive Assistant to the Chief Financial Officer (CFO) and Chief Medical Officer (CMO) is responsible to provide executive level administrative support to the CFO and CMO. This support includes oversight of the daily administrative operations, project coordination, communications and event management. The Executive Assistant to the Chief Financial Officer (CFO) and Chief Medical Officer (CMO) is responsible for supporting leadership goals and strategic hospital and Health System programs. This support includes administrative and project coordination, communications, and event management. Key competencies include: building relationships and exceeding client and management expectations at all levels of the organization; providing high-level support by preparing reports, presentations, handling information requests, scheduling needs, managing confidential information and other needs as required; demonstrating the ability to work with some degree of autonomy, while also interacting and functioning as part of the HUP Administration administrative support team. The Executive Assistant to the Chief Financial Officer (CFO) and Chief Medical Officer (CMO) is responsible for a variety of functions necessary for the general operations and support of the CFO and CMO executive office. They must be able to work independently on projects and requires the ability to use a high degree of tact and diplomacy in handling matters of critical or confidential in nature.


  • Coordinates all calendar scheduling for CFO and CMO. 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 by CFO, CMO, or their direct reports.
  • 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 by the CFO and/or CMO.
  • Assists in scheduling meetings or providing selected administrative support to others on an as-needed basis; this can include other members of the HUP Executive Team and the direct reports of the CFO and CMO.
  • 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.

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • And 3+ years 3-5 years of experience working with leadership in an academic healthcare or complex system environment (Required)
  • Additional education (AA, BS, MA) may be considered in lieu of some experience.
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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