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.

• 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.

Competencies (Knowledge, Skills, and Abilities Required)

• Confidentiality & Discretion — Demonstrated ability to handle sensitive information in compliance with hospital and regulatory standards.
• Travel Arrangements — Ability to plan and manage executive travel, itineraries, and logistics.
• Correspondence & Communication — Strong written and verbal communication skills for drafting emails, reports, and executive-level documents.
• Microsoft Office Suite Proficiency — Advanced skills in Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to Work Well with Others — Effective collaboration with clinicians, administrators, and external partners.
• Professionalism — Represents the executive office with maturity, tact, and a high level of service.
• Strong Organizational Skills — Ability to manage multiple priorities, deadlines, and workflows.
• Attention to Detail — Ensures accuracy in documentation, scheduling, and communication.
• Multitasking Ability — Comfortable handling high-volume, fast-paced tasks simultaneously.
• Flexibility & Independence — Works autonomously, adapts quickly to changing needs, and anticipates executive requirements.

Minimum Education and Experience Requirements

Experience with Examsoft or Heliocampus

Associate or Bachelor’s Degree — Preferably in Business Administration, Healthcare Administration, Communications, or a related field.

Administrative Support Experience — Minimum of 2 years supporting senior leaders or managing complex administrative functions.