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Executive Assistant

Executive Assistant

Job ID 
2017-1704
Location 
US-FL-Maitland
Category 
Hidden (8718)
Metro Area 
..
Facility Name 
MSO Orlando

More information about this job

Overview

POSITION SUMMARY: Performs administrative duties for the Company President and direct reports as required. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES (include but not limited to):

  • Provides administrative support for the President, General Counsel, Chief Compliance Officer, Chief Financial Officer and Chief Quality Officer senior leadership.
  • Takes initiative to manage multiple calendars and be proactive in making changes and updates.
  • Conserves executives time by reading, research, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. 
  • Handles details of confidential and critical nature.  
  • Responsible for typing, transcribing, scheduling, travel arrangements, maintaining spreadsheets and developing presentations.
  • Answers telephone, screens calls and refers callers to the appropriate individual. Answers inquiries requiring standard answers.
  • Proofreads correspondence and minutes, correcting grammatical errors, punctuation and spelling.
  • Files correspondence, records, reports and minutes.
  • Processes incoming and outgoing mail; opens, sorts and prioritizes correspondence for executive.
  • Compiles and types reports and proposals. Prepares reports and proposals for final distribution.
  • Makes travel arrangements as needed for executives and physician leaders.
  • Provides and coordinates back up support for other administrative personnel as needed.
  • Acts as a Team Leader to other Assistants in understanding or completing projects and meeting project deadlines and provides training, guidance, and mentoring. 
  • Coordinates projects, workflow and follow up on delegated tasks to ensure progress to deadlines.
  • Coordinates various office support services including purchasing and facilities management.
  • Leads vendor evaluations and selections, in conjunction with Office Manager. Maintains business relationships with vendors.
  • As requested, takes minutes at various meetings, including possible evening meetings, such as Executive Leadership Team or Board of Directors meetings.
  • Plan and facilitate corporate meetings as needed.
  • Maintains strictest confidentiality.

 

Responsibilities

JOB REQUIREMENTS (Knowledge, Skills and Abilities):

  • Multi-tasking skills with ability to manage a variety of projects
  • Excellent organizational and communication skills
  • Proven experience preparing and presenting information to senior executives. 
  • Superior oral and written communication skills and executive presence.
  • Advanced computer skills and ability to train others on system usage, including MS Word, Excel and Power Point.
  • Ability to work well with executive levels of management and staff as well as outside vendors and clients.
  • Advanced ability to organize.
  • Working knowledge of organization policies, procedures and systems.
  • Knowledge of office management practices, and secretarial procedures.
  • Knowledge of grammar, spelling and punctuation to type from draft copy, review and edit reports and correspondence.
  • Skill in gathering and reporting information.
  • Ability to work effectively and independently with staff, physicians and external customers.
  • Must have a pleasant disposition, professional appearance, and high tolerance level.
  • Ability to work independently with limited supervision.
  • Ability to type at least 60 wpm.
  • Ability to maintain confidentiality.
  • Ability to read, write, and speak English
  • Knowledge of managing a staff (could have one direct report)

 

Qualifications

EDUCATION/TRAINING/EXPERIENCE:

  • Bachelors degree. 
  • 10 Years of Executive Level support
  • Prefer, but not required two years of experience in a health care organization
  • Supervisory skills of executive function and responsibilities

 

PHYSICAL REQUIREMENTS:

  • Requires prolonged sitting, some bending, stooping and stretching
  • Must possess sufficient eye-hand coordination/manual dexterity to operate a keyboard, photocopier, telephone, calculator and other office equipment
  • Required normal range of hearing and eyesight to record, prepare, and communicate appropriate reports and evaluations.  
  • Requires lifting papers and boxes weighing up to 35 pounds occasionally
  • Requires dexterity to type at least 60 wpm.

 

WORKING CONDITIONS (environment and safety):

  • Work performed in office environment
  • Involves frequent contact with professional staff and managed care organizations
  • Work may be stressful at times
  • Interaction with others is frequent and often disruptive

 

disclaimer: The above job description has been written to indicate the general nature and level of work performed by employees within this classification  It is not written to be inclusive of all duties, responsibilities and qualifications required of employees assigned to this job.

 

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