Executive Assistant Exempt

adventhealth; Orange City (IA); On-site; USD 46,000 - 85,000; Full time

Job summary

AdventHealth in Orange City, FL is seeking an experienced Executive Assistant to coordinate the CEO/Department calendar, manage communications, and support budgeting and reporting activities.

The role requires strong MS Office skills, excellent organizational abilities, and the capacity to multitask in a fast-paced hospital setting. This full‑time position offers professional growth and cross-functional collaboration opportunities.

Qualifications

• 2+ years in a department or medical/hospital environment.
• 5+ years of secretarial/administrative experience, preferably supporting executives.
• Experience providing executive-level support and coordinating cross-functional teams.

Responsibilities

• 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.
• Screens department mail, routes callers, reduces paper flow, and manages follow-up correspondence.
• Maintains the department invoice process and prepares monthly expense reports.
• Develops PowerPoint presentations and maintains Excel files for departmental reporting.
• Attends meetings, takes minutes, and transcribes as needed.
• Manages the department’s electronic filing system and supports budgeting/strategic planning.

Skills

PowerPoint

Excel

Word

Interpersonal skills

Organizational skills

Multitasking

Data confidentiality

Written communication

Verbal communication

Education

High School Grad or Equiv

Associate

Bachelor's

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

1061 MEDICAL CENTER DR

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 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.