Administrative Assistant - Executive Office | Full-Time - Philadelphia, PA

Wills Eye Foundation

Date: 3 days ago

City: Philadelphia, PA

Contract type: Full time

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Administrative Assistant - Executive Office | Full-Time

Job Title Administrative Assistant - Executive Office | Full-Time Job ID 27774504 Location Philadelphia, PA, 19107 Other Location Description

Wills Eye Hospital is hiring an Administrative Assistant in Philadelphia, PA. In this role, you’ll provide high-level administrative support to the Executive Office at Wills Eye Hospital, ensuring efficient and effective day-to-day operations. This is a Full-Time 40 hours per week opportunity for someone who wants to be a part of a unique position in its exposure and impact, offering the opportunity to work closely with senior operational leaders and internationally recognized physician staff members.

Why Join Wills Eye

At Wills Eye Hospital, you’ll be part of a nationally recognized leader in ophthalmology and vision care. We are known for clinical excellence, innovation, and patient-centered care.

We Offer

Competitive compensation and benefits such as medical, dental, and vision plans, retirement plan, tuition assistance, paid time off, and employer assistance programs (EAPs)
Opportunities for training, certification, and career growth
A collaborative, mission-driven clinical environment
Access to advanced technology and specialized care teams

In this role, you’ll support patients, providers, and clinical teams while helping deliver high-quality ophthalmic care. You’ll manage coordinating schedules, facilitating clear and timely communication, managing sensitive and confidential information, and assisting with administrative, event, and financial processes while contributing to a positive patient experience.

You’ll be successful if you are 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.

What You Bring

You may be a strong fit for this role if you are detail-oriented, patient-focused, and comfortable in a clinical setting. You enjoy working as part of a team, communicating clearly, and supporting both patients and providers.

Minimum Qualifications

Bachelor’s degree required.
Strong organizational, communication, and interpersonal skills, with a demonstrated ability to maintain confidentiality and professionalism.
Ability to manage multiple priorities, meet deadlines, and work both independently and collaboratively in a team environment.
Must have, or be willing to obtain, a Pennsylvania Notary License.

Preferred Qualifications

Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Zoom; experience with financial systems, including check requisition, invoice processing, or payment platforms preferred.

We know great candidates do not always meet every preferred qualification. If this role interests you and you believe you could be successful in it, we encourage you to apply. You may be a fit for other roles across our organization.

About Wills Eye Hospital

Wills Eye Hospital is a world-renowned leader in ophthalmology, ranked among the top eye hospitals in the nation by U.S. News & World Report. Established in 1832, Wills Eye is one of the oldest and most respected eye care institutions in the world.

Each year, our team provides specialized care to more than 250,000 patients, ranging from routine eye conditions to complex, sight-threatening diseases. Through advanced surgical capabilities, innovative research, and a commitment to clinical excellence, we continue to shape the future of vision care.

Ready to take the next step? Apply today for our Administrative Assistant – Executive Office opportunity in Philadelphia, PA.

Recruitment Process Safety: Official recruitment communications from Wills Eye will only come from an authorized @willseye.org email address. Wills Eye will never ask for payment, banking information, Social Security numbers, or other sensitive personal information during the early stages of recruitment, and we do not extend offers without a formal interview process. If you receive a suspicious message or offer, please do not click links, open attachments, or share personal information. Please note Wills Eye does not offer remote positions.