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Executive Secretary

Job ID: 136098
Clerical/Administrative
FT
Philadelphia, PA, United States
May 27, 2022

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Description

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?

Summary:

  • The Executive Secretary is responsible for the efficient and effective administration of all assigned areas. In this capacity, the incumbent provides administrative and secretarial support to the CMO, CPUP Quality and Safety Leadership Team, and other members of the CPUP Executive Leadership Team. Using work planning and follow through skills, the incumbent exercises confidentiality and sensitivity in the performance of highly responsible duties under minimal supervision

Responsibilities:

  • • Calendar Management: schedules meetings, prepares documents/materials for meetings, promptly communicates schedule

    • changes as they arise, distributed materials as requested, takes minutes as requested. Manages travel arrangements for

    meetings as required.

    • Event Planning: participates in event planning activities, such as invitation management, catering, room identification and

    scheduling, event set up/clean up activities, material preparations, and audio/visual tech needs. Troubleshoot event on

    day of event.

    • Communication: responds to all requests for information in a timely manner, communicates with all levels of the

    organization with professionalism, disseminates information to appropriate parties as requested.

    • Critical Thinking: takes ownership of issues as they arise and troubleshoots for resolution. Works independently and

    proactively to address concerns raised by the practices - escalating issues to management as needed and appropriate.

    • Document Preparation: in addition to meeting materials, draft letters, and other documents as requested. Will also

    generate reports, prepare PowerPoint slides, create charts/spreadsheets as needed.

    • Organization: maintains clear, concise, and accurate filing systems to keep materials, information, and data up to date and

    easily reached.

    • Office Support: processes reimbursement and check requests through appropriate software, receives and distributes mail;

    processes practice deposits on a rotation basis.

    • 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

Credentials:

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required) 
  • 5+ years Administrative Office Experience or
  • Bachelor of Arts or Science and 2+ years 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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