Executive Assistant

Lower Keys Medical Center; Key West (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

Lower Keys Medical Center in Key West, FL is seeking an Executive Assistant to provide comprehensive administrative support to department leaders. The role manages calendars, coordinates travel, drafts agendas, and records minutes, helping ensure efficient operations and professional communication across teams.

The ideal candidate has 3–5 years of executive support experience, an associate degree, and strong proficiency with the Microsoft Office suite.

Qualifications

• Associate degree in business or healthcare admin preferred.
• 3-5 years of administrative or executive support experience.
• Experience in healthcare or facility setting preferred.

Responsibilities

• Manages calendars, schedules meetings, and coordinates travel for department leaders.
• Prepares for meetings by drafting agendas, compiling materials, and recording minutes.
• Maintains organized systems for documents, correspondence, and records.
• Screens and routes incoming calls and visitors, ensuring inquiries are addressed.
• Assists in compiling data for reports, presentations, and decision-making.
• Coordinates office supplies, inventory, and operational needs to ensure smooth workflow.
• Supports policy updates and communicates changes to staff.
• Handles confidential and sensitive information with discretion.
• Acts as liaison between department leaders, staff and external stakeholders.

Skills

MS Office

Org & Time Mgmt

Comm Skills

Confidentiality

Interpersonal Skills

Problem Solving

Education

Associate Degree in Admin

Job description

Job Summary

The Executive Assistant provides comprehensive administrative support to department leaders, ensuring the efficient management of clerical, operational, and business-related tasks. This role handles scheduling, communication, and organizational responsibilities while maintaining professionalism and confidentiality. The Executive Assistant serves as a liaison between leadership, staff, and external stakeholders, contributing to operational excellence and fostering positive relationships.

Essential Functions

• Manages calendars, schedules meetings, and coordinates travel arrangements for department leaders.
• Organizes and prepares for meetings, including drafting agendas, compiling materials, and recording and distributing minutes.
• Maintains organized systems for managing documentation, correspondence, and departmental records.
• Screens and routes incoming calls and visitors, ensuring inquiries are addressed appropriately.
• Assists in compiling and organizing data for reports, presentations, and decision-making.
• Coordinates office supplies, inventory, and other operational needs to ensure smooth workflow.
• Provides support for policy and procedural updates, including communicating changes to staff.
• Handles confidential and sensitive information with discretion and professionalism.
• Acts as a liaison between department leaders, staff, and external stakeholders, fostering effective communication.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• Associate Degree in Business Administration, Healthcare Administration, or a related field preferred
• 3-5 years of administrative or executive support experience required
• Experience in a healthcare or facility setting preferred

Knowledge, Skills and Abilities

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Excellent organizational and time management skills with attention to detail.
• Effective verbal and written communication skills, including the ability to draft professional documents and reports.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills to build and maintain positive relationships with staff, leaders, and external stakeholders.
• Problem-solving skills with the ability to prioritize tasks and manage competing demands.