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DescriptionLocation Address: 900 Hope Way, Altamonte Springs, Florida 32714Top Reasons To Work At AdventHealth Corporate
Great benefits
Immediate Health Insurance Coverage
Career growth and advancement potential
Work Hours/Shift:
Full-Time, Monday – Friday
You Will Be Responsible For: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)
QualificationsKnowledge and Skills Required
Associates degree or equivalent education/experience
3 years minimum experience in a secretarial role
Windows Applications: Microsoft Outlook, Word, Excel, PowerPoint, Access, Visio
Basic computer navigation skills
Job Summary: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.This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances.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.
Vacancy expired!