Position Summary The Administrative Assistant provides high-level administrative support to the Executive Office at Wills Eye Hospital, ensuring efficient and effective day-to-day operations. This role supports executive leadership by coordinating schedules, facilitating clear and timely communication, managing sensitive and confidential information, and assisting with administrative, event, and financial processes. This position is unique in its exposure and impact, offering the opportunity to work closely with senior operational leaders and internationally recognized physician staff members. The ideal candidate is highly organized, detail-oriented, and professional, with the ability to thrive in a fast-paced healthcare environment that requires discretion, sound judgment, and flexibility. Key Responsibilities Serve as the primary point of contact for the Executive Office by answering and directing phone calls, greeting visitors, and providing courteous, professional assistance to staff, patients, physician leaders, and external partners. Coordinate complex scheduling for in-person and virtual meetings involving executive leadership, operational leaders, and physician staff, including preparing agendas and materials, arranging catering when appropriate, and managing logistics and technology needs. Act as a liaison between the Executive Office and internal departments, medical staff, vendors, and external organizations to ensure timely communication and follow-up on action items. Maintain and organize confidential hospital records, executive files, and governance-related documents in compliance with HIPAA, privacy regulations, institutional policies, and record-retention standards. Prepare, format, and proofread executive-level correspondence, reports, presentations, and meeting materials, ensuring accuracy, consistency, and professionalism. Utilize financial and accounting systems, including check requisition and payment processing platforms, to process invoices, expense reimbursements, purchase requests, and departmental payment requests accurately and in a timely manner. Support meeting management for executive and leadership committees, including preparing meeting packets, recording and distributing minutes when requested, tracking follow-up items, and maintaining documentation. Assist with planning and coordination of executive meetings, hospital events, leadership retreats, and internal functions, working closely with clinical and operational stakeholders. Maintain the Executive Boardroom calendar, coordinate room scheduling, and ensure meeting spaces are appropriately set up and maintained. Order office supplies and manage administrative inventory for the Executive Office; coordinate with Facilities, IT, and other support departments as needed. Provide administrative support for special initiatives and projects as assigned, including organization-wide operational or administrative efforts. Anticipate the needs of executive leadership by proactively identifying issues, prioritizing tasks, and recommending administrative solutions to support operational efficiency.
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