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Executive Assistant, School of Pharmacy

L4

jeffersonCoatesville, PAtoday

Occupations

Secretaries and Administrative Assistants, Except Legal, Medical, and ExecutiveExecutive Secretaries and Executive Administrative AssistantsLegal Secretaries and Administrative Assistants

Industries

Colleges, Universities, and Professional SchoolsExecutive OfficesPharmaceutical Preparation Manufacturing
Executive Assistant Provides high-level administrative and operational support to senior leadership, ensuring the efficient coordination of executive priorities and day-to-day activities. Acts as a strategic partner to assigned leader(s), managing complex scheduling, communications, and project coordination with a high degree of discretion and professionalism. This role requires strong judgment, advanced organizational skills, and the ability to anticipate needs, prioritize competing demands, and operate effectively in a fast-paced, executive-level environment.
Job Duties: 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.
Minimum Qualifications:
  • High School Diploma/GED3 years of administrative experience required, preferably supporting senior executives or in an executive office.
  • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Microsoft
  • Strong organizational and prioritization skills with the ability to manage complex, competing demands and deadlines
  • Excellent written and verbal communication skills, with the ability to interact effectively with senior leaders and external
  • Demonstrated ability to exercise sound judgment, discretion, and confidentiality in handling sensitive
  • Strong problem-solving skills with the ability to anticipate needs and proactively address
  • Ability to manage multiple projects and priorities simultaneously with a high degree of accuracy and attention toHigh level of professionalism, adaptability, and customer service orientation
  • Ability to work independently with minimal supervision while maintaining strong collaboration across teams
Preferred Qualifications: Bachelor's Degree
Additional Qualifications:
  • Physical Demands Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.Work Shift
  • Workday Day (United States of America)
  • Worker Sub Type
  • RegularEmployee EntityThomas Jefferson University
  • Primary Location Address901 Walnut Street, Philadelphia, Pennsylvania, United States of America
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Apply now (opens in a new tab)

Level

MidL4

Location

Coatesville, PA

Occupation

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Industry

Colleges, Universities, and Professional Schools

Posted

today

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