Executive Assistant I

3 months with Possible Temp to Perm

On-Site, M-F 9-5

3615 Civic Center Blvd. Philadelphia. PA. 19104

We need executive assistant support for high-level calendar management, working with other assistants of executives and collaborating in a very professional way, and scheduling meetings for executives.

Essential Functions:

• General Administrative Functions
• Maintain schedules/calendars for Leadership. Includes coordination of travel for Leadership, multiple daily changes and extensive interface with Organizational Leaders and their assistants.
• Also includes keeping Leadership from running behind on daily appointments and responsibilities.
• Plan meetings including securing rooms, and occasionally ordering food, etc.
• Create and provide materials as necessary for agenda.
• Provide support in preparing presentations and documents required by Executive and staff.
• Coordinate Expenses Report
• Complete expense reports for Leadership travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
• Responsibilities for Phone, Mail etc.
• Perform general administrative support duties for Leadership. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
• Provide high-level administrative support to Leadership in the Department of Radiology.
• Manage the calendars, work proactively to prioritize.
• Answer telephones, route callers, take messages and provide information to callers promptly and courteously.
• Compose letters and memoranda from verbal direction, bullet points or from knowledge of department policy or procedure.
• Maintain confidential files and documentation, both paper and electronic.
• Schedule and coordinate meetings and facilities, which may include travel and lodging arrangements.
• Create and provide materials/attachments as necessary for agendas.
• Prepare presentations, excel spreadsheets, lists, and tables
• Prepare for and accompany supervisors to meetings to take notes and provide support
• Other Duties As Required

Skills:

• Knowledge and proficiency in Raiser’s Edge fundraising software preferred

Job Type: Contract

Pay: $35.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Experience:

• Executive administrative support: 1 year (Required)

Ability to Commute:

• Philadelphia, PA 19104 (Required)

Work Location: In person