Executive Assistant | Administration | Day | Full-Time

UF Health; Jacksonville (FL); Presencial; USD 65.000 - 90.000; Jornada completa

Descripción de la vacante

UF Health seeks an experienced Executive Assistant to support hospital executive management, including the CMO and CFO. The role requires handling confidential matters, coordinating workflows, and managing complex calendars with discretion in a healthcare setting.

The ideal candidate has 5+ years of executive-level support, strong Microsoft 365 proficiency, and experience with AI productivity tools to enhance office efficiency. This is a full-time on-site position with standard daytime hours.

Formación

• At least 5 years of executive-level administrative support preferred, preferably in healthcare.
• Excellent organization and attention to detail with ability to anticipate needs.
• Proficient in Microsoft 365 and AI productivity tools; able to summarize data and prepare briefing materials.
• Discretion with confidential information, PHI, and sensitive materials in HIPAA-compliant manner.
• Strong interpersonal and customer service skills; able to interact with executives and external partners.

Responsabilidades

• Manage complex, high-volume executive calendars for the CMO and CFO.
• Use AI tools to summarize meetings, prepare briefing materials, and streamline routine workflows.
• Triages email, calls, and requests, routing issues to leaders and flagging time-sensitive matters.
• Prepare agendas, pre-reads, and presentations; track action items and follow up.
• Maintain confidentiality and professionalism in handling sensitive information.

Conocimientos

Executive calendar management

AI productivity tools

Email and gatekeeping

Meeting prep

HIPAA compliance

PHI handling

Educación

High School Diploma

AA Degree

Secretarial Certification

Medical Terminology Certification

College coursework in secretarial/business

Herramientas

Microsoft 365

AI productivity tools

Descripción del empleo

Overview

Performs advanced, diversified and confidential secretarial and administrative duties for hospital executive management, requiring broad and comprehensive experience, skill and knowledge of organization policies and practices. Functions as a private secretary and handles confidential matters. Coordinates work flow and schedule of other executive administrative support personnel through scheduling, time off, meal and break periods.

Responsibilities

1. Executive calendar management: Can manage complex, high-volume schedules for the CMO and CFO, and proactively resolve conflicts and reprioritizes as demands shift.
2. AI-driven productivity: Uses AI tools (e.g., Microsoft Copilot, or similarly approved application) to summarize meetings, prepare briefing materials, streamline routine workflows, and summarize data. Stays current on new tools that improve office efficiency.
3. Communication gatekeeping: Triages email, calls, and requests, routing issues to the right leaders and flagging time-sensitive matters such as patient safety events, regulatory deadlines, and concerns.
4. Meeting and document preparation: Prepares agendas, pre-reads, and presentations, records action items, and follows up to ensure deliverables are completed on time.
5. Confidentiality and professionalism: Handles sensitive information, including peer review, credentialing, personnel, financials, and PHI, with discretion and full HIPAA compliance, and represents the CMO and CFO’s offices professionally to internal and external partners.
6. Qualifications: At least 5 years of executive-level administrative support preferred, preferably in healthcare, with demonstrated proficiency in Microsoft 365 and experience with AI productivity tools. Must be highly organized, detail-oriented, and able to anticipate needs.
7. Schedule: Full-time, Monday-Friday, 7:00 a.m.-3:30 p.m., with occasional flexibility for early board meetings or urgent issues.

Qualifications

Required Education:

• High School Diploma

Preferred Education:

• AA Degree, Secretarial Certification, Medical Terminology Certification.
• College coursework in secretarial science or business or a combination of bachelor level education and secretarial experience.

Necessary Skills:

• Ability to work with minimal supervision. Ability to handle multiple tasks at once.
• Ability to type 55-60 correct words per minute, word processing and spreadsheet application (Microsoft Office products Word, Excel, PowerPoint), working knowledge of Microsoft Outlook or comparable system.
• Perform shorthand/speedwriting and transcription as required.
• Possess strong interpersonal and customer service skills.

Required Experience:

• 3-5 years at an Executive Assistant Level or experience providing support to Executive Leadership.