Executive Assistant

AdventHealth; Orange City (FL); On-site; USD 46,000 - 85,000; Full time

Benefits offered by this job

Benefits from Day One

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

Job summary

AdventHealth in Orange City, Florida, is seeking an Executive Administrative Assistant to support the executive office. You will coordinate calendars, manage communications, handle inquiries, and assist with budgeting and reporting in a fast-paced hospital setting.

The ideal candidate has 5+ years of secretarial/administrative experience, strong MS Office skills, and the ability to multitask with high attention to detail.

Qualifications

• 2+ years of experience in the department or a medical/hospital environment (Preferred)
• 5+ years of secretarial/administrative experience (Required)
• Prior executive/C-Suite administrative support (Preferred)

Responsibilities

• Coordinate and maintain the Executive calendar for meetings and appointments.
• Manage all communications for the Executive and department, including written correspondence and telephone contacts.
• Field departmental calls, provide troubleshooting, route callers, and manage correspondence.
• Maintain department invoicing process and prepare monthly expense reports.
• Keep department supplies stocked and order needed items.
• Assist with PowerPoint presentations and minor graphic changes; maintain Excel files for reporting.
• Attend meetings, take minutes, transcribe, and prepare documentation.
• Maintain electronic filing system and support project assignments as needed.
• Support annual operating budgets and participate in strategic planning.
• Represent the department on cross-functional teams and at community events.

Skills

PowerPoint

Excel

Word

Interpersonal skills

Organizational skills

Multitasking

Verbal and written communication

Attention to detail

Data confidentiality

Teamwork

Education

Associate degree

Bachelor's degree

Tools

Visio

Microsoft Office

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:

765 Image Way

City:

Orange City

State:

Florida

Postal Code:

32763

Job Description:

• Coordinates and maintains the Executive calendar for meetings and appointments.
• Manages all communications for the Executive and the department, including written correspondence and telephone contacts.
• Fields departmental phone calls, provides troubleshooting, routes callers appropriately, screens department mail, reduces paper flow, and manages follow-up correspondence.
• Maintains the department invoice process, including receiving, validating, filing, and processing invoices for payment, and prepares monthly expense reports.
• Maintains department supplies and orders supplies.
• Assists the Executive and department with developing PowerPoint presentations and making minor changes to graphic files, and develops and maintains Excel files for departmental reporting.
• Attends departmental meetings, takes minutes, transcribes, and prepares documentation as needed.
• Manages the department’s electronic filing system.
• Assists with managing project assignments for the department as needed.
• Assists with developing the annual operating budgets and supports the strategic planning process.
• Represents the department on cross-functional teams and task forces within the hospital and at community events.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Proficient with computer programs with word processing: PowerPoint, Excel and Word. [Required]
• Demonstrates interpersonal skills by effectively communicating with all levels of management and outside venders. [Required]
• Strong emphasis on organizational skills and strong attention to detail and ability and willingness to multitask. [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]
• Good math skills with an ability to understand and work with spreadsheets. [Required]
• Displays professional interactions with all levels of internal and external customers as demonstrated by work history and interview process. [Required]
• Excellent verbal and written communication skills as demonstrated by application resume, work history and interview process. [Required]
• Visio [Preferred]
• All other Microsoft applications [Preferred]
• Great math skills [Preferred]
• Analytical and critical-thinking skills [Preferred]
• Executive clerical support training [Preferred]

Education:

• High School Grad or Equiv [Required]
• Associate [Preferred]
• Bachelor's [Preferred]

Field of Study:

• in Business or related field

Work Experience:

• 2+ prior experience working in assigned department or a medical/hospital related environment [Preferred]
• 5+ years of secretarial/administrative experience [Required]
• Prior administrative support for an executive/C-Suite level [Preferred]

Licenses and Certifications:

• Driver's License (DL) [Preferred]
• National Notary Association Notary Public (NNANP) [Preferred]

Physical Requirements:

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

Pay Range:

$45,656.00 - $84,905.60

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.