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Executive Assistant

4 months ago

Orlando, United States Orlando Health Full time

Position Summary

The Executive Assistant at Orlando Regional Medical Center is responsible for performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill, and knowledge of organization policies and practices. The Executive Assistant will support 2 to 3 Executive Leaders.

About Orlando Regional Medical Center

Located in downtown Orlando, Orlando Health Orlando Regional Medical Center (ORMC) has served the Central Florida community for more than 100 years. With 898 acute-care and rehabilitative beds, it is among the largest acute-care facilities in the region and the only Level I Trauma Centers in Central Florida. The hospital has earned recognition from U.S. News & World Report as a "Best Hospital" in Central Florida and rated high performing in 12 adult procedures and conditions. Orlando Health ORMC holds the most Beacon Awards for Excellence in the state, awarded by the American Association of Critical-Care Nurses to units that employ evidence-based practices to improve patient and family outcomes, and is the only adult-care hospital in Orlando to achieve Magnet Recognition, the gold standard for nursing's contribution to quality patient care, safety, research and service excellence.

Orlando Health ORMC is the flagship hospital of the Orlando Health system of care, which includes award winning hospitals and ERs, specialty institutes, urgent care centers, primary care practices and outpatient facilities that span Florida's east to west coasts and beyond. Collectively, our 27,000+ team members honor our over 100-year legacy by providing professional and compassionate care to the patients, families and communities we serve.

Orlando Health is committed to providing you with benefits that go beyond the expected, with career-growing FREE education programs and well-being services to support you and your family through every stage of life. We begin your benefits on day one and offer flexibility wherever possible so that you can be present for your passions. "Orlando Health Is Your Best Place to Work" is not just something we say, it's our promise to you.

Responsibilities

* Plans and carries out administrative functions requiring considerable knowledge of the organization.
* Performs significant administrative duties with multiple priorities and tasks.
* Composes and types routine and non-routine correspondence, reports, special projects, technical papers, etc.
* Creates, prepares and coordinates presentations, including charts, graphs, etc.
* Creates and maintains databases and spreadsheets.
* Organizes meetings including distributing materials, arranging for refreshments, transcribing minutes and making travel arrangements if necessary.
* Has significant contact with senior management, board members, and various external contacts.
* Has access to confidential employee, management and organization data.
* Organizes and expedites flow of work through Vice President's or Executive Director's office.
* Answers phone calls, routes callers, takes messages and resolves routine and some complex inquiries. Screens calls and visitors.
* Operates copy machine and fax machine. Distributes incoming mail. Orders supplies. Establishes and maintains files and records on an ongoing basis.
* Conducts research, data collection, and some analysis of information.
* Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements.
* Responds to callers, correspondence and visitors not requiring Vice President's or Executive Director's attention.
* Utilizes significant discretion in varied areas.
* Coordinates special events.
* Prepares, monitors, or assists with the preparation of various budgets.
* Provides work direction to other clerical personnel within the department.
* Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA and other federal, state and local standards.
* Maintains compliance with all Orlando Health policies and procedures.

Qualifications

Education

* Associate's Degree required.
* Two (2) years of prior customer service, administrative or secretarial experience may substitute for the Associate's degree (in addition to the requirements listed in the Experience section).
* Highly proficient in word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access).

Experience

* Five (5) years of administrative, secretarial or related experience required.
* At least 2 years of previous Executive Assistant experience required.

Education

* Associate's Degree required.
* Two (2) years of prior customer service, administrative or secretarial experience may substitute for the Associate's degree (in addition to the requirements listed in the Experience section).
* Highly proficient in word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access).

Experience

* Five (5) years of administrative, secretarial or related experience required.
* At least 2 years of previous Executive Assistant experience required.
* Plans and carries out administrative functions requiring considerable knowledge of the organization.
* Performs significant administrative duties with multiple priorities and tasks.
* Composes and types routine and non-routine correspondence, reports, special projects, technical papers, etc.
* Creates, prepares and coordinates presentations, including charts, graphs, etc.
* Creates and maintains databases and spreadsheets.
* Organizes meetings including distributing materials, arranging for refreshments, transcribing minutes and making travel arrangements if necessary.
* Has significant contact with senior management, board members, and various external contacts.
* Has access to confidential employee, management and organization data.
* Organizes and expedites flow of work through Vice President's or Executive Director's office.
* Answers phone calls, routes callers, takes messages and resolves routine and some complex inquiries. Screens calls and visitors.
* Operates copy machine and fax machine. Distributes incoming mail. Orders supplies. Establishes and maintains files and records on an ongoing basis.
* Conducts research, data collection, and some analysis of information.
* Schedules and maintains calendar of appointments, meetings and travel itineraries and coordinates related arrangements.
* Responds to callers, correspondence and visitors not requiring Vice President's or Executive Director's attention.
* Utilizes significant discretion in varied areas.
* Coordinates special events.
* Prepares, monitors, or assists with the preparation of various budgets.
* Provides work direction to other clerical personnel within the department.
* Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA and other federal, state and local standards.
* Maintains compliance with all Orlando Health policies and procedures.