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

Career development

Well-being resources

Mental health resources

Pet benefits

Job summary

AdventHealth in Maitland, FL is seeking an experienced Executive Administrative Assistant to support senior leaders with calendar management, travel coordination, and document preparation.

You will coordinate meetings, handle confidential information, and interact professionally with staff and external partners. Excellent organization, communication, and proficiency in Microsoft Office are essential; prior HIPAA awareness is a plus.

Qualifications

• Proficient in Microsoft Office including Outlook, Excel, PowerPoint and Word
• Basic computer navigation skills
• Online expense reimbursement system knowledge such as Concur
• Demonstrates the ability to adapt to new situations and responsibilities
• Demonstrates problem‑solving skills
• Strong emphasis on organizational skills and attention to detail
• Ability to multitask and work independently or in a team
• Must read/write/speak conversational English and have excellent communication skills
• Ability to handle confidential information with discretion
• HIPAA awareness and confidentiality expected

Responsibilities

• Schedules and maintains executive calendars and coordinates meetings
• Plans travel arrangements and completes expense reports
• Prepares reports, agendas, minutes and organizational charts
• Maintains documents with professional appearance and accuracy
• Directs incoming communications according to priorities
• Represents the organization in a courteous, professional manner
• Handles confidential information with discretion
• Performs other duties as assigned

Skills

Microsoft Office

Outlook

Excel

PowerPoint

Word

Time management

Communication skills

Confidentiality

Multitasking

Independent / team work

Education

Associate degree preferred

High School Diploma or equivalent

Tools

Concur

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:

2600 LUCIEN WAY

City:

MAITLAND

State:

Florida

Postal Code:

32751

Job Description:

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+ 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.