Executive Assistant

Cancer Center of South Florida PLLC; West Palm Beach (FL); On-site; USD 55,000 - 90,000; Full time

Job summary

The Executive Administrative Assistant provides high-level administrative support to the Chief Operating Officer of the Tampa General Provider Network and the Chief Legal Officer. Responsibilities include managing calendars, preparing correspondence and reports, coordinating meetings, conference calls, and executive retreats, and providing support for routine projects and follow-up activities.

This highly organized professional must demonstrate discretion, sound judgment, attention to detail,

Qualifications

• Bachelor’s degree or comparable relevant experience required.
• At least 5 years of experience as an Executive Assistant supporting C-Level Executives preferred

Responsibilities

• Represent the executive in meetings and communications, ensuring alignment, accuracy, and timely follow-through.
• Prioritize and manage matters requiring executive attention; track follow-ups and ensure resolution of critical issues.
• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and speaking engagements.
• Coordinate travel logistics, including booking arrangements and processing reimbursements and invoices.
• Draft, edit, and prepare high-quality correspondence, reports, presentations, and executive-level documents.

Skills

Executive communication

Attention to detail

Interpersonal skills

High-paced environment

Problem solving

Education

Bachelor’s degree or equivalent experience

Job description

Description

POSITION SUMMARY:

The Executive Administrative Assistant provides high-level administrative support to the Chief Operating Officer of Tampa General Provider Network and the Chief Legal Officer. Responsibilities include managing complex calendars, preparing correspondence and reports, responding to information requests, coordinating meetings, conference calls, and executive retreats, and providing support for routine projects and follow-up activities. This highly organized professional must demonstrate discretion, sound judgment, attention to detail, and the ability to manage multiple priorities while building effective relationships with executives, physicians, team members, and external stakeholders.

Work Hours: 8:30am-5pm Monday-Friday

CORE ESSENTIAL RESPONSIBILITIES:

• Represent the executive in meetings and communications as appropriate, ensuring alignment, accuracy, and timely follow-through.
• Exercise discretion and sound judgment in handling sensitive information, managing confidential matters, and making decisions on behalf of the executive.
• Prioritize and manage matters requiring executive attention; track follow-ups and ensure resolution of critical issues.
• Monitor and follow up on tasks and projects assigned to others; support progress tracking for initiatives sponsored by the executive.
• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and speaking engagements.
• Coordinate travel logistics, including booking arrangements and processing reimbursements and invoices.
• Act as a liaison between the executive and internal/external stakeholders, including staff, vendors, consultants, and agencies.
• Screen and triage phone calls, emails, and visitors; provide responses or redirections with professionalism and diplomacy.
• Draft, edit, and prepare high-quality correspondence, reports, presentations, and executive-level documents.
• Compile, analyze, and summarize data from various sources to support informed decision-making.
• Support facility-wide supply and order management as needed.
• Coordinate and manage logistics for events, retreats, meetings, and special projects.

Requirements

REQUIRED EDUCATION & EXPERIENCE:

• Bachelor’s degree or comparable relevant experience required.
• At least 5 years of experience as an Executive Assistant supporting C-Level Executives preferred

REQUIRED KNOWLEDGE, SKILLS OR ABILITIES:

• Executive level communication skills (written and oral), attention to detail, strong interpersonal skills required.
• Ability to function in a high-paced environment.
• Problem solver with critical thinking skills who can work independently

Work Schedule Location Requirements:

• Must reside in Tampa, FL or West Palm Beach areas
• May require occasional travel to office in Tampa and West Palm Beach
• Must be willing to work Monday through Friday 8:30am-5:00 pm