Executive Secretary II (Marketing/Public Relations)

Philadelphia, PA, US, 19107

Job Type: 

1300 MKT - Wanamaker Building Req ID: 26829

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

The Executive Secretary II is expected to perform administrative duties of a highly complex nature.  The incumbent will coordinate significant internal and external communications, projects and meetings for the Executive and other professionals in the department.  Must be highly organized and able to distinguish among priority items, and plan all scheduled items in detail. Must manage difficult situations with skill, patience, and diplomacy.

Job Responsibilities
  • Manage the Executive's calendar, work proactively to prioritize.
  • Interact in person and by phone and email with physician leaders, direct reports, external constituents, trustees, and outside counsel.
  • Compose letters and memoranda from verbal direction, dictation, or from knowledge of department policy or procedure.  Revise and assist with formatting documents, including complex legal documents.
  • Answer telephones, route callers, take messages and provide information to callers promptly and courteously.
  • Maintain files.
  • Serve as department liaison to administrative staff in Executive offices.
  • Schedule and coordinate meetings and facilities which may include travel and lodging arrangements.
  • Plan meetings including securing a room, and occasionally ordering food, etc.  Create and provide materials as necessary for agenda.
  • Submit for expense reimbursements for executive travel.
  • Provide support in preparing presentations and documents required by Executive and staff.
  • Interface with and provide support for other staff.
Job Responsibilities (Continued)
  • Coordinates office duties, such as ordering and distributing supplies, organizing the supply closets and tracking equipment.
  • Serves as department timekeeper. Maintains record of all time off requests.
  • Assists in coordinating monthly Marketing physician head shots.
  • Responsible for SEPTA key cards for staff’s transportation to main campus.
  • Serve as fire captain and department representative at Wanamaker building meetings.
Required Education and Experience

Required Education: High School/GED


Required Experience:   

  • Five (5) years of previous experience at an administrative / senior level required.


Preferred Education, Experience & Cert/Lic

Preferred Education: Associates degree or higher preferred.

Additional Technical Requirements
  • Accurate typing required. 
  • Excellent phone etiquette and interpersonal/communication skills. 
  • Ability to handle confidential materials. 
  • Ability to handle multiple tasks and to prioritize. 
  • Ability to anticipate needs the Executive and other professionals in the department. 
  • Excellent organizational, attention to detail, work planning and follow-through skills.
  • Ability to negotiate or mediate difficult situations with tact and diplomacy. 
  • Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment
  • Proficient with Microsoft Word, Excel and Power Point
  • Ability to interact effectively and work closely with hospital staff ant all levels.

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).

Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288




Nearest Major Market: Philadelphia

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