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Executive Assistant, Supply Chain Department

3 months ago

Orlando, United States Orlando Health Full time

Position Summary:
Performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill, and knowledge of organization policies and practices for a Vice President or Executive Director.

**Supply Chain Department**

**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.
- Maintains established departmental policies and procedures.
- Prioritizes work load to manage multiple priorities.
- Enhances professional growth and development through participation in educational programs, current literature, and workshops.

Qualifications:
**Education/Training**
- Associate’s Degree.
- 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 customer service, administrative, secretarial or related experience.