Executive Associate - Office of Community Impact and Government Affairs

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Seeking Breakthrough Makers
Children's Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.
At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career. CHOP does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

About the Job
The Executive Associate for the Office of Community Impact & Government Affairs provides advanced administrative/secretarial support for the AVP's for each division. They will coordinate internal and external communications, projects and meetings. The EA I will maintain both the AVP's schedules, manage travel, and interface with other leaders within CHOP. The Executive Associate I handles a high volume of tasks, events, and actions to be scheduled with ease and attention to detail and is required to operate independently with discretion.

What you will do

• General Administrative Functions
  • Maintain schedules and calendars for AVP Government Affairs and AVP Office of Community Impact
  • Arrange travel logistics for AVPs, and special events for OCI and GA.
  • Manage tasks, deadlines, events, and actions items from AVPs with high attention to detail.
  • Also includes keeping AVP from running behind on daily appointments and responsibilities.
• Document & Report Preparation (monthly)
  • Create and provide materials as necessary for team/leadership agenda.
  • Write and distribute team meeting notes to help document OCI and GA work and identify actions steps to help move it forward.
  • Provide technological support for AVPs related to presentations, including formatting PowerPoint slides, printing and distributing meeting materials, assisting with projection, and other related duties.
  • Coordinate expenses report and submission for AVPs and Directors (and delegates when necessary).
  • Process invoices, purchase orders, and expenses.
  • Create purchase orders, follow documents for signature, and confirm payment.
  • Create and provide materials as necessary for meeting agendas.
  • Gather invoices and travel expenses as directed for inclusion in federal/state/local lobbying reports.
• Communications & Office Operations (daily)
  • Responsibilities for phone, mail and other correspondences, communication with OCI and GA.
  • Manage the ongoing compliance and requirements for office technology integration, represent the office as change champion for CHOP rollout of technology and assist teams in transition to new internal tools and applications.
  • Order gift cards supplies and snacks, maintaining ongoing inventory as needed.
  • Maintain storage spaces and support communications/coordination with facilities.
• Events & Project Logistics (as needed)
  • Coordinate external office visits and tours or events, including participant schedules and contact details, room reservations, delivery of materials, catering, and communication with parking and security, etc.
  • Coordinate retreats (team and office) and group outings/activities.
  • Obtain and organize information for use in conferences, speeches, and reports as requested.
  • Coordinate workspace needs including ordering technology, office supplies, ordering equipment, service now tickets, moving supplies and organization.
  • Coordinate Enterprise-required trainings
• Other Duties As Required
  • Support basic contract administration (contract execution handled by program management).
  • Facilitate new hire orientation twice a year
  • Perform general administrative support duties for the AVP. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
  • Assist AVP in overall department management

Education

• High School Diploma / GED Required
• Associate's Degree Preferred

Experience

• At least five (5) years Executive support and overall coordination Required

Knowledge, Skills and Abilities

• Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office) (Required proficiency)
• Excellent phone etiquette and interpersonal/communication skills (Required proficiency)
• Strong analytic skills (Required proficiency)
• Ability to adapt to progressive increase in responsibility (Required proficiency)
• Ability to handle confidential materials (Required proficiency)
• Ability to handle multiple tasks and to prioritize (Required proficiency)
• Ability to anticipate needs the AVP and other professionals in the department and initiate solutions (Required proficiency)
• Ability to negotiate or mediate difficult situations with tact and diplomacy (Required proficiency)
• Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment (Required proficiency)
• Ability to function as part of a team to meet the general needs of the organization (Required proficiency)
• Understanding of the organization's strategic goals and objectives (Required proficiency)
• Strong communication skills (Required proficiency)
• Delegation and project management skills (Required proficiency)
• Ability to anticipate and initiate solutions (Required proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.
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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.