Executive Assistant II

1 month ago

Altamonte Springs, United States Adventist Health System Full time

AdventHealth

All the benefits and perks you need for you and your family:

* Benefits from Day One
* Career Development
* Whole Person Wellbeing Resources
* Mental Health Resources and Support

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.

Shift : Monday-Friday

Job Location : Onsite - At the office Monday - Friday - Altamonte Springs, FL

The role you'll contribute:

The executive assistant provides the support necessary for the executive staff to meet the day-to-day functions of the department. The handling of confidential information is part of daily responsibilities. The executive assistant enhances executive's effectiveness by providing executive support; appointment scheduling; document preparation and distribution; travel planning and communication with leadership, outside callers, and visitors; and special projects as assigned by leadership.

The value you'll bring to the team:

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES:

EXECUTIVE SUPPORT

* Maintains paper and electronic files of all correspondence, documents, reports, and other materials.
* Develops and maintains the calendar in Outlook to establish key dates, including weekly and monthly meetings for direct reports, budget, committee, and board meetings.
* Handles incoming phone calls with professional courtesy, confidentiality, and diplomacy. Understands work priorities and handles calls accordingly.
* Assists in creating/editing power point presentations, following up with departments on required data.

APPOINTMENT SCHEDULING

* Schedules and maintains executive's calendars. Notes meeting announcements or changes and updates the calendar.
* Provides necessary logistics for meetings (internal and external) such as agenda, facilities, catering, accommodations, and technical equipment.
* Organizes weekly/monthly conference calls for executives keeping in close correspondence with attendees/invitees to confirm acceptance of attendance.
* Displays courtesy, flexibility in handling frequent schedule changes. Thinks creatively and finds innovative solutions for fitting critical appointments into complex schedules.

DOCUMENT PREPARATION AND DISTRIBUTION

* Prepares, edits and distribute reports, agendas, letters, meeting minutes, organizational charts and other documents and clearly marks documents requiring signature.
* Ensure all correspondence and documents have a professional appearance and organized in a clear, concise, and professional manner with correct grammar, punctuation, and spelling.

TRAVEL PLANNING

* Arranges travel for assigned executives and coordinates schedule. Obtains the best flight that meets the schedule and needs of the executive.
* Places all travel arrangements, including flight times and flight numbers on the calendar along with hotel information, car rental, schedule of events during trip, etc. In addition, keeps a folder of information pertaining to the travel available for reference.
* Completes expense reporting in Concur accurately and timely attaching copies of all receipts for travel.

COMMUNICATION

* Manages difficult and demanding situations timely with tact and calmness while promoting peaceful resolutions.
* Communicates with staff, leadership, outside callers, and visitors.
* Clearly represents self and the organization in a professional, courteous manner.
* Directs incoming communications according to executive's schedule and priorities.
* Deals discretely and appropriately with confidential information concerning the Florida Division and Adventist Health System.

ORGANIZATIONAL RESPONSIBILITIES

* HFMA Meeting - Assist in logistics (food request, AV needs, printing documents, etc)
* Performance Review Meetings
* CFO Conference (Spring and Fall)
* Corporate Week (Corporate Council, Board Finance & Strategy)

Qualifications

The expertise and experiences you'll need to succeed:

KNOWLEDGE AND SKILLS REQUIRED:

* Windows Applications: Microsoft Outlook, Word, Excel, PowerPoint, Access, Visio
* Basic computer navigation skills

KNOWLEDGE AND EXPERIENCE PREFERRED

* Online expense reimbursement system such as Concur.
* Demonstrates ability to adapt to new situations and responsibilities.
* Demonstrates problem solving skills.

EDUCATION AND EXPERIENCE REQUIRED:

* Associate's degree or equivalent education/experience
* 3 years minimum experience in a secretarial role

This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances. The salary range reflects the anticipated base pay range for this position. Individual compensation is determined based on skills, experience and other relevant factors within this pay range. The minimums and maximums for each position may vary based on geographical location.

Category: Administrative

Organization: AdventHealth Corporate

Schedule: Full-time

Shift: 1 - Day

Req ID: 24016932

We are an equal opportunity employer and do not tolerate discrimination based on race, color, creed, religion, national origin, sex, marital status, age or disability/handicap with respect to recruitment, selection, placement, promotion, wages, benefits and other terms and conditions of employment.

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