Executive Administrative Assistant

Role Summary

Executive Administrative Assistant to support the President, U.S. Oncology, Solid Tumor in Horsham, PA. In-office 3-4 days per week with 1-2 days work from home per JJ Flex policy.

Responsibilities

• Team Collaboration: Work closely with administrative and leadership teams, providing support and fostering teamwork.
• Liaison Role: Act as the bridge between the Leadership Team and key organizational partners.
• Cross-Department Collaboration: Partner with executive assistants and other departments to ensure seamless operations.
• Leadership Support: Provide guidance to the broader administrative team, ensuring alignment and efficiency.
• Meeting & Event Planning: Organize leadership meetings and special events, track action items, and follow up to ensure smooth execution.
• Travel Coordination: Arrange seamless domestic and international travel, including managing expenses and reports.
• Calendar Management: Prioritize and organize a busy schedule for the President, ensuring optimal use of their time and commitments.
• Policy & Procedure Support: Stay informed about company policies, share important updates, and help staff meet deadlines.
• Document & Information Management: Prepare organizational charts, maintain SharePoint files, and keep directories up-to-date.
• Recruitment Support: Collaborate with HR on job postings, interviews, and onboarding new leaders.
• Onboarding & Transition: Help bring new team members onboard smoothly.
• Confidentiality & Security: Manage sensitive documents and information with discretion and professionalism.

Qualifications

• Required: High School/Secondary Education or Equivalent. Bachelor’s degree preferred.
• 7 years’ administrative experience in executive level support.
• Highly organized and self-motivated, capable of managing diverse tasks and interacting confidently with people at all levels.
• Excellent interpersonal skills with the ability to communicate effectively and build relationships with senior management and team members.
• Maintain confidentiality and handle sensitive information with professionalism and discretion.
• Ability to balance multiple priorities and adapt quickly to changing demands.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams, Zoom).
• Experienced in managing complex calendars via Outlook.
• Work with a high sense of urgency while maintaining professionalism and attention to detail.
• Excellent organizational skills to establish, adjust, and prioritize tasks across a broad scope of responsibilities.
• Flexible and adaptable in a fast-paced environment; capable of multitasking and timely completion of responsibilities.
• Strong collaboration skills, partnering effectively with support teams and colleagues across departments.
• Ability to manage complexity with minimal supervision in a fast-paced setting.

Skills

• Administrative Support
• Collaborating
• Cross-Functional Collaboration
• Microsoft Office

Education

• High School/Secondary Education or Equivalent required; Bachelor’s degree preferred.