Executive Assistant

  • location: Tampa, FL
  • type: Contract
  • salary: $30.88 per hour
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job description

Executive Assistant

job summary:
JOB SUMMARY

Provides administrative and project support to Market President, Market VP and Market Chief Medical Officer.. Performs a wide variety of complex administrative tasks requiring initiative, strong attention to detail and extensive working knowledge of the organization and programs. Work entails confidential and sensitive issues requiring a high degree of discretion.

ESSENTIAL FUNCTIONS

Note: The following is not intended to be an exhaustive list of all duties required of this position

Key Duties and Responsibilities

- Oversees heavy calendar management, requiring interaction with both internal and external executives, other executive assistants and external vendors to coordinate a variety of complex executive meetings.

- Communicates and handle incoming and outgoing electronic communications on behalf of the executive.

- Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner. Designs and produces varies reports and presentations for multiple department projects and meetings.

- Oversees and administers department specific programs or long range assignments.

- Coordinates travel arrangements and prepares expense reports.

- Produces, formats and edits correspondence and documents.

- Creates and maintains necessary tracking/coordination spreadsheets.

- Schedules department events, conference facilities, weekly/month department meetings, and plans and negotiates food and site locations where necessary.

- Prepares meeting agendas and coordinates meeting minutes.

- Receives and processes bill payments.

- Researches, prices and purchases office supplies.

- Performs special projects as assigned.

Additional Position Responsibilities (Below taken from Office Coordinator Sr. Job responsibilities)

Coordinates field office activities providing administrative oversight and support to management.

Responds to issues/concerns from associates relating to building maintenance and operations.

Serves as POC for all external vendors and guests entering the premises.

Serves as office Liaison for communication distributions and leads associate and community programs such as WAVE, Day of Service, Associate appreciation events, and Safety programs to support the market.

Serves as office Liaison for communication distributions.

Coordinates office supplies and/or requests. Orders office and break room supplies for entire field office.

Identifies/recruits potential vendors and develops/maintains vendor contacts.

Assists in developing short range plans for overall area activities.

Coordinates onboarding activities for new hire orientations.

Manage I-9 process for field office.

Supports field office staff events, coordinates materials and invitations, and plans and orders food where necessary.

Creates and routes Personnel Action Forms (PAFs) to corporate HR

Partners with Corporate, as Caption for Market Emergency Preparedness Committee, responsible for necessary procedures.

Independently takes proactive and effective consultative approach to anticipate, define and provide sound solutions to employee inquires.

Maintains guest sign in sheet, maintains general office equipment, screens and directs incoming calls, greets visitors, and maintains conference room calendars.

Receives all incoming mail, Fed Ex and UPS packages for market, and then distributes to appropriate individual.

MINIMUM QUALIFICATIONS

Education


State the minimum required for the job

Education Level Education Details Required/Preferred

A High School or GED Required

An Associate's Degree in a related field Preferred

Work Experience

State the minimum required for the job

Experience Level Experience Details Required/Preferred

5+ years of experience in as a seasoned Administrative Assistant supporting a high level executive in a face paced and/or growing organization Required

Other Working knowledge of the healthcare industry Preferred

Licenses and Certifications

List professional licenses and certifications associated with this job

Licenses/Certifications Other Licenses/Certifications Required/Preferred

Skills

Microsoft Outlook, Word, Excel

State the minimum required for the job

Skill Sets Other Skills Proficiency

Demonstrated interpersonal/verbal communication skills Intermediate

Demonstrated project management skills Intermediate

Ability to multi-task Intermediate

Demonstrated time management and priority setting skills Intermediate

Demonstrated customer service skills Intermediate

Demonstrated organizational skills Intermediate

Demonstrated ability to deal with confidential information Intermediate

Ability to drive multiple projects Intermediate

Ability to work as part of a team Intermediate

Other Excellent knowledge of office management (answering phones, setting up files, record keeping etc) Intermediate

Other Strong typing skills Intermediate

Technology

List technical skills associated with the job

Technology Other Technology Proficiency Required/Preferred

Microsoft Excel Advanced Required

Microsoft Word Advanced Required

Microsoft Outlook Advanced Required

Microsoft Visio Advanced Required

Microsoft PowerPoint Advanced Required

Other Ability to type more than 50-60 words a minute Advanced Required

Other Proficient utilizing fax machines, copy machines, conference phones, audio/visual equipment etc. Advanced Required

Languages

List all that apply

Languages Other Languages Required/Preferred

 
location: Tampa, Florida
job type: Contract
work hours: 8 to 5
education: Bachelor's degree
experience: 5 Years
 
responsibilities:
ESSENTIAL FUNCTIONS

Note: The following is not intended to be an exhaustive list of all duties required of this position

Key Duties and Responsibilities

- Oversees heavy calendar management, requiring interaction with both internal and external executives, other executive assistants and external vendors to coordinate a variety of complex executive meetings.

- Communicates and handle incoming and outgoing electronic communications on behalf of the executive.

- Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner. Designs and produces varies reports and presentations for multiple department projects and meetings.

- Oversees and administers department specific programs or long range assignments.

- Coordinates travel arrangements and prepares expense reports.

- Produces, formats and edits correspondence and documents.

- Creates and maintains necessary tracking/coordination spreadsheets.

- Schedules department events, conference facilities, weekly/month department meetings, and plans and negotiates food and site locations where necessary.

- Prepares meeting agendas and coordinates meeting minutes.

- Receives and processes bill payments.

- Researches, prices and purchases office supplies.

- Performs special projects as assigned.

Additional Position Responsibilities (Below taken from Office Coordinator Sr. Job responsibilities)

Coordinates field office activities providing administrative oversight and support to management.

Responds to issues/concerns from associates relating to building maintenance and operations.

Serves as POC for all external vendors and guests entering the premises.

Serves as office Liaison for communication distributions and leads associate and community programs such as WAVE, Day of Service, Associate appreciation events, and Safety programs to support the market.

Serves as office Liaison for communication distributions.

Coordinates office supplies and/or requests. Orders office and break room supplies for entire field office.

Identifies/recruits potential vendors and develops/maintains vendor contacts.

Assists in developing short range plans for overall area activities.

Coordinates onboarding activities for new hire orientations.

Manage I-9 process for field office.

Supports field office staff events, coordinates materials and invitations, and plans and orders food where necessary.

Creates and routes Personnel Action Forms (PAFs) to corporate HR

Partners with Corporate, as Caption for Market Emergency Preparedness Committee, responsible for necessary procedures.

Independently takes proactive and effective consultative approach to anticipate, define and provide sound solutions to employee inquires.

Maintains guest sign in sheet, maintains general office equipment, screens and directs incoming calls, greets visitors, and maintains conference room calendars.

Receives all incoming mail, Fed Ex and UPS packages for market, and then distributes to appropriate individual.

MINIMUM QUALIFICATIONS

Education


State the minimum required for the job

Education Level Education Details Required/Preferred

A High School or GED Required

An Associate's Degree in a related field Preferred

Work Experience

State the minimum required for the job

Experience Level Experience Details Required/Preferred

5+ years of experience in as a seasoned Administrative Assistant supporting a high level executive in a face paced and/or growing organization Required

Other Working knowledge of the healthcare industry Preferred

Licenses and Certifications

List professional licenses and certifications associated with this job

Licenses/Certifications Other Licenses/Certifications Required/Preferred

Skills

Microsoft Outlook, Word, Excel

State the minimum required for the job

Skill Sets Other Skills Proficiency

Demonstrated interpersonal/verbal communication skills Intermediate

Demonstrated project management skills Intermediate

Ability to multi-task Intermediate

Demonstrated time management and priority setting skills Intermediate

Demonstrated customer service skills Intermediate

Demonstrated organizational skills Intermediate

Demonstrated ability to deal with confidential information Intermediate

Ability to drive multiple projects Intermediate

Ability to work as part of a team Intermediate

Other Excellent knowledge of office management (answering phones, setting up files, record keeping etc) Intermediate

Other Strong typing skills Intermediate

Technology

List technical skills associated with the job

Technology Other Technology Proficiency Required/Preferred

Microsoft Excel Advanced Required

Microsoft Word Advanced Required

Microsoft Outlook Advanced Required

Microsoft Visio Advanced Required

Microsoft PowerPoint Advanced Required

Other Ability to type more than 50-60 words a minute Advanced Required

Other Proficient utilizing fax machines, copy machines, conference phones, audio/visual equipment etc. Advanced Required

 
qualifications:
Skills

Microsoft Outlook, Word, Excel

State the minimum required for the job

Skill Sets Other Skills Proficiency

Demonstrated interpersonal/verbal communication skills Intermediate

Demonstrated project management skills Intermediate

Ability to multi-task Intermediate

Demonstrated time management and priority setting skills Intermediate

Demonstrated customer service skills Intermediate

Demonstrated organizational skills Intermediate

Demonstrated ability to deal with confidential information Intermediate

Ability to drive multiple projects Intermediate

Ability to work as part of a team Intermediate

Other Excellent knowledge of office management (answering phones, setting up files, record keeping etc) Intermediate

Other Strong typing skills Intermediate

Technology

List technical skills associated with the job

Technology Other Technology Proficiency Required/Preferred

Microsoft Excel Advanced Required

Microsoft Word Advanced Required

Microsoft Outlook Advanced Required

Microsoft Visio Advanced Required

Microsoft PowerPoint Advanced Required

Other Ability to type more than 50-60 words a minute Advanced Required

Other Proficient utilizing fax machines, copy machines, conference phones, audio/visual equipment etc. Advanced Required

 
skills: Other
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

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