Executive Assistant

AdventHealth; Florida; On-site; USD 30,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Paid time off

403(b) retirement plan

Parental leave - 4 weeks

Career development

Whole person well-being resources

Mental health resources

Pet benefits

Job summary

AdventHealth in Florida is seeking an experienced executive assistant to support senior leaders and manage day-to-day functions of the department. You will handle scheduling, document preparation, travel planning, and coordination of special projects with professionalism and discretion.

The role emphasizes strong organizational skills, attention to detail, and the ability to multi-task in a fast-paced environment, with day-shift hours and a comprehensive benefits package.

Qualifications

• Proficient in Microsoft Office applications (Outlook, Excel, PowerPoint, Word).
• Demonstrates strong organizational skills and attention to detail.
• Excellent time management, planning, and multitasking abilities.
• Able to read, write, and speak conversational English; strong verbal and written communication.

Responsibilities

• Schedules and maintains executive calendars and coordinates meetings, venues, catering, and travel logistics.
• Organizes recurring conference calls for executives.
• Maintains paper and electronic files of correspondence, documents, and reports.
• Prepares, edits, and distributes reports, agendas, meeting minutes and org charts.
• Handles confidential information with discretion and professionalism.
• Assists with travel arrangements and expense reporting.
• Collaborates with staff and leadership to support executive functions.

Job description

Our promise to you:

Joining AdventHealth is about being part of something bigger. It’s about belonging to a community that believes in the wholeness of each person, and serves to uplift others in body, mind and spirit. AdventHealth is a place where you can thrive professionally, and grow spiritually, by Extending the Healing Ministry of Christ. Where you will be valued for who you are and the unique experiences you bring to our purpose-minded team. All while understanding that together we are even better.

All the benefits and perks you need for you and your family:

• Benefits from Day One: Medical, Dental, Vision Insurance, Life Insurance, Disability Insurance

• Paid Time Off from Day One

• 403-B Retirement Plan

• 4 Weeks 100% Paid Parental Leave

• Career Development

• Whole Person Well-being Resources

• Mental Health Resources and Support

• Pet Benefits

Schedule:

Full time

Shift:

Day (United States of America)

Address:

893 HOPE WAY

City:

ALTAMONTE SPRINGS

State:

Florida

Postal Code:

32714

Job Description:

Responsible for providing the support necessary for the executive staff to meet the day-to-day functions of the department. This role enhances executive effectiveness by providing support, appointment scheduling, document preparation and distribution, and travel planning. In addition, this position manages special projects as assigned by leadership. Additionally, this role ensures efficient operation through effective coordination and management of various tasks.

• Schedules and maintains executive’s calendars, providing necessary logistics for meetings such as agenda, facilities, catering, accommodations, and technical equipment.
• Organizes reoccurring conference calls for executives.
• Maintains paper and electronic files of all correspondence, documents, reports, and other materials.
• Prepares, edits, and distributes reports, agendas, letters, meeting minutes, organizational charts, and other documents.
• Ensures all correspondence and documents have a professional appearance and are organized in a clear, concise, and professional manner with correct grammar, punctuation, and spelling.
• Arranges travel for assigned executives and coordinates schedules, completing expense reporting accurately and timely.
• Manages difficult and demanding situations with tact and calmness while promoting peaceful resolutions.
• Communicates with staff, leadership, outside callers, and visitors, representing self and the organization in a professional, courteous manner.
• Directs incoming communications according to executive’s schedule and priorities.
• Deals discretely and appropriately with confidential information.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Proficient in Microsoft Office, including Outlook, Excel, PowerPoint, and Word [Required]
• Basic computer navigation skills [Required]
• Online expense reimbursement system knowledge such as Concur [Preferred]
• Demonstrates the ability to adapt to new situations and responsibilities [Required]
• Demonstrates problem-solving skills [Required]
• Strong emphasis on organizational skills and strong attention to detail [Required]
• Ability and willingness to multitask [Required]
• Ability to display professional interactions with all levels of internal and external customers [Required]
• Must be able to read, write, and speak conversational English [Required]
• Excellent verbal and written communication skills [Required]
• Ability to deal with data that is of a sensitive and confidential nature [Required]
• Ability to work independently or in a team environment [Required]
• Able to take initiative to solve issues and proactively prepare for upcoming events [Required]
• Analytical skills [Required]
• Time management and planning skills [Required]
• Additional coursework in computers, business, and accounting [Required]
• Understands and abides by confidentiality of all files, data, telephone conversations, etc., and sustains a level of confidentiality by adhering to ethics of the executive personnel
• Handles confidential patient and sensitive information in accordance with HIPAA guidelines [Required]

Education:

• Associate [Preferred]
• High School Grad or Equiv [Required]

Work Experience:

• 3+ years of job related experience [Required]

Licenses and Certifications:

• National Notary Association Notary Public (NNANP) [Preferred]
• Certified Administrative Professional (CAP) (CAP) [Preferred]

Physical Requirements:

(Please click the link below to view work requirements) Physical Requirements - https://tinyurl.com/23km2677

Pay Range:

$21.95 - $40.82

Background Screening Requirement (Florida Law)

Certain positions are subject to Florida Level 2 background screening, including fingerprinting, as required by state law.

Applicants may review general information about Florida’s background screening requirements at the Florida Care Provider Background Screening Clearinghouse:
https://info.flclearinghouse.com/

This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances.