Executive Assistant - Heart and Vascular Institute (Full Time/Days)

LOCATION: Lancaster, PA - Lancaster General Hospital

HOURS: Full Time (40 hours per week). Monday-Friday (8am-4:30pm). 

We are seeking an experienced Executive or Administrative Assistant to support the Executive Director and Medical Director of the Heart and Vascular Institute at Penn Medicine Lancaster General Health. This role serves as a trusted partner, providing high-level administrative and operational support, managing complex calendars, coordinating meetings and travel, and acting as a key liaison for internal and external stakeholders. The ideal candidate demonstrates strong organizational judgment, anticipates executive needs, manages priorities independently, and ensures seamless coordination of projects, communications, and confidential information in a fast-paced healthcare environment.

Summary:

Provides support to the executive s in need, complying with best practice standards facilitated by the Lead Executive Assistant, to support the overall needs of the organization. This support will be given in a way that is professional and cohesive with the mission and vision of the organization.

Qualified individuals must have the ability with or without reasonable accommodation to perform the following duties:

• Assists in the development of and complies with standard operating procedures as facilitated by the Lead Executive Assistant.
• Performs executive gatekeeper and administrative functions for calendars, internal and external inquiries, general correspondence, contracts, purchases, meeting coordination, phone calls, emails, and requests. Determines priorities and handles using independent judgment.
• Coordinates and tracks workflows, schedules, projects, including committee board decisions, to ensure all are complete and accurate, while providing timely follow-up services. Provides research and support on special projects, preparing data, making recommendations, forming conclusions and occasionally presenting materials.
• Anticipates and performs administrative functions for executives, including decision-making within authorized scope, directing the decision-making to the proper authority, and personally solving issues.
• Coordinates executive travel arrangements domestic and foreign, including working with outside agencies to determine favorable costs for transportation, lodging, schedules, meeting documentation and itineraries, while coordinating travel with other internal and external travelers. Performs the same for guests visiting Lancaster General Health.
• Composes and prepares timely e-mails, correspondence, memos, presentations, and reports as needed using independent judgment. Transcribes from handwritten material. Types, formats, and proofreads a variety of materials using flawless grammar. Creates reports, charts, databases, spreadsheets, statistics, meeting minutes, etc. to support the executives’ needs with minimal guidance.
• Anticipates and coordinates all aspects of meetings conferences events including logistics, technology and presenters for both internal and external locations. Creates and distributes invitations and agendas, builds relationships with meeting attendees, attends meetings to take notes and transcribes into minutes and distributes materials.
• Sets-up, organizes, maintains and updates files to ensure strict confidentiality with all Lancaster General Health information, and maintains security of physical and electronic information. Inputs and maintains data in prescribed systems, including support of external groups because of executive participation.
• Organizes and coordinates the flow of internal and external information while utilizing technology-based communication platforms. Stays current on new and revised technologies, while sharing knowledge and supporting others, as appropriate.

The following duties are considered secondary to the primary duties listed above:

• Provides administrative support, as directed, for executives’ direct reports. These duties include the essential functions listed previously and vary between areas, needs and frequencies.
• Assists with on-boarding new employees, consultants and guests, as appropriate.
• Responds to calls and visits from patients, their families, and the public-at-large; determining the urgency of the situation. Recommends appropriate referrals, informs executive when situation warrants the executives’ attention, and verifies follow-through and resolution.
• Maintains established department organization policies, procedures, objectives, quality assurance, safety, environmental and others as directed.
• Maintains department equipment and supplies.
• Attends meetings, as required and participates on committees, as directed.
• Maintains professional growth and development through educational programs and in-service meetings.
• Provides back-up support to the Executive Office Lobby and other support staff in the Executive Office as needed, while working in a team environment in a way that is professional, cohesive and respectful.
• Other duties as assigned.