Senior Executive Assistant

2 days ago

Orlando, United States Health First Full time

POSITION SUMMARY

The Sr. Executive Assistant is required to maintain high quality work standards and possess the ability to handle confidential information with sensitivity in a highly professional manner. Contributing an array of additional administrative duties, and various support functions, to assist with the achievement of corporate and/or organization goals.

PRIMARY ACCOUNTABILITES

  • Manages inquiries and requests related to confidential and sensitive corporate information and communications while maintaining a superior diplomatic and a professional and mature approach to business. 
  • Demonstrates a high level of professionalism and positively represents the positions of report at meetings, community events or fundraisers as needed and performs other community relations activities. 
  • Interacts with management staff, board members, medical staff, fellow associates, vendors and other guests in a highly professional manner. Demonstrates ability to work independently with assertiveness, mediate conflicts, and deal effectively with stressful situations.
  • Assures the smooth operation of the administrative office by ensuring efficient operation and maintenance of office technology, establishing office procedures, catering, prioritizes work to include general administrative duties (i.e., accurate processing of invoices, check requests, filing, faxing, typing letters, agendas and presentations, ordering office supplies/equipment/materials, distributing and/or distribution of mail for administration, and typing and/or data entry into monthly and other reports and forms).
  • May schedule, attend, record and maintain minutes for the Board of Director's Committee meetings as needed. Assists with preparation of Board packets (compiling reports, editing for format, content, assembly and timely distribution). Makes appropriate arrangements for catering needs, and cleanup. Completes, distributes and maintains correspondence. Also attends other senior executive meetings and records minutes as requested. Meeting minutes transcribed according to Health First policy.
  • Manages schedule/calendar and ensures scheduling conflicts are resolved in a timely manner. Assembles materials for reports and meetings. Maintains and updates file systems and mailing lists for area of responsibility as applicable (administrative and Board files).
  • Coordinates special events, seminars, marketing, leadership retreats, conferences, luncheons, special programs, Health First workshops, and associate special functions and recognition events. Negotiates with outside vendors for cost effective corporate travel, catering, office expenses, and general administrative overhead.
  • Maintains a clean, neat and professionally organized work area. Serves as a resource to others in the organization and to external customers. Coordinates travel and conference arrangements as needed. Proactively makes suggestions to improve process workflow or enhance customer satisfaction for Administration.
  • Acts as a role model/mentor to other administrative staff and interacts confidentially and courteously with others. Performs administrative duties and acts with administrative authority as required.
  • May be responsible for accurately processing and maintaining time and attendance on the Kronos System for area of responsibility. May assist with the budget tracking process (including monthly operating expense report), gathers supporting data for input into budget preparation and monitors monthly expenses to budget.
  • Other duties as assigned or specified by area of responsibility (e.g. safety and security, etc.).

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