Executive Assistant

Cancer Center of South Florida; West Palm Beach (FL); On-site; USD 65,000 - 86,000; Full time

Job summary

Cancer Center of South Florida seeks an Executive Administrative Assistant to provide high-level support to the COO and Chief Legal Officer. You will manage complex calendars, prepare reports, coordinate meetings, and handle confidential information with discretion.

The role requires at least five years as an EA for C-suite leaders, a Bachelor's degree, and excellent written and oral communication. You will partner with executives, physicians, and external stakeholders in a fast-paced

Qualifications

• Executive level communication (written and oral)
• Ability to handle confidential matters with discretion
• Strong calendar and travel coordination skills
• Ability to work in a high-paced environment and juggle multiple priorities

Responsibilities

• Represent the executive in meetings and communications with accuracy and follow-through
• Manage confidential information with discretion and sound judgement
• Prioritize matters requiring executive attention and track follow-ups
• Monitor tasks and support progress tracking on initiatives
• Manage the executive’s calendar and coordinate meetings and speaking engagements
• Coordinate travel logistics, reimbursements, and invoices
• Liaise with internal/external stakeholders including staff, vendors, and consultants
• Screen calls and emails and provide professional responses or redirections
• Draft and edit high-quality correspondence and reports
• Summarize data to support informed decision-making
• Support facility-wide supply and order management
• Coordinate events, retreats, and meetings

Skills

Executive communication

Discretion

Calendar management

Travel coordination

Education

Bachelor's degree

Tools

Microsoft Office

Job 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.

Description

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