Executive Assistant

United Anesthesia Partners   •  

Maitland, FL

Industry: Patient Care

  •  

8 - 10 years

Posted 350 days ago

Overview

POSITION SUMMARY: Performs administrative duties for the Company President and direct reports as required. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES (include but not limited to):

  • Provides administrative support for the President, General Counsel, Chief Compliance Officer, Chief Financial Officer and Chief Quality Officer senior leadership.
  • Takes initiative to manage multiple calendars and be proactive in making changes and updates.
  • Conserves executives time by reading, research, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. 
  • Handles details of confidential and critical nature.  
  • Responsible for typing, transcribing, scheduling, travel arrangements, maintaining spreadsheets and developing presentations.
  • Answers telephone, screens calls and refers callers to the appropriate individual. Answers inquiries requiring standard answers.
  • Proofreads correspondence and minutes, correcting grammatical errors, punctuation and spelling.
  • Files correspondence, records, reports and minutes.
  • Processes incoming and outgoing mail; opens, sorts and prioritizes correspondence for executive.
  • Compiles and types reports and proposals. Prepares reports and proposals for final distribution.
  • Makes travel arrangements as needed for executives and physician leaders.
  • Provides and coordinates back up support for other administrative personnel as needed.
  • Acts as a Team Leader to other Assistants in understanding or completing projects and meeting project deadlines and provides training, guidance, and mentoring. 
  • Coordinates projects, workflow and follow up on delegated tasks to ensure progress to deadlines.
  • Coordinates various office support services including purchasing and facilities management.
  • Leads vendor evaluations and selections, in conjunction with Office Manager. Maintains business relationships with vendors.
  • As requested, takes minutes at various meetings, including possible evening meetings, such as Executive Leadership Team or Board of Directors meetings.
  • Plan and facilitate corporate meetings as needed.
  • Maintains strictest confidentiality.

 

Responsibilities

JOB REQUIREMENTS (Knowledge, Skills and Abilities):

  • Multi-tasking skills with ability to manage a variety of projects
  • Excellent organizational and communication skills
  • Proven experience preparing and presenting information to senior executives. 
  • Superior oral and written communication skills and executive presence.
  • Advanced computer skills and ability to train others on system usage, including MS Word, Excel and Power Point.
  • Ability to work well with executive levels of management and staff as well as outside vendors and clients.
  • Advanced ability to organize.
  • Working knowledge of organization policies, procedures and systems.
  • Knowledge of office management practices, and secretarial procedures.
  • Knowledge of grammar, spelling and punctuation to type from draft copy, review and edit reports and correspondence.
  • Skill in gathering and reporting information.
  • Ability to work effectively and independently with staff, physicians and external customers.
  • Must have a pleasant disposition, professional appearance, and high tolerance level.
  • Ability to work independently with limited supervision.
  • Ability to type at least 60 wpm.
  • Ability to maintain confidentiality.
  • Ability to read, write, and speak English
  • Knowledge of managing a staff (could have one direct report)

 

Qualifications

EDUCATION/TRAINING/EXPERIENCE:

  • Bachelors degree. 
  • 10 Years of Executive Level support
  • Prefer, but not required two years of experience in a health care organization
  • Supervisory skills of executive function and responsibilities

 

PHYSICAL REQUIREMENTS:

  • Requires prolonged sitting, some bending, stooping and stretching
  • Must possess sufficient eye-hand coordination/manual dexterity to operate a keyboard, photocopier, telephone, calculator and other office equipment
  • Required normal range of hearing and eyesight to record, prepare, and communicate appropriate reports and evaluations.  
  • Requires lifting papers and boxes weighing up to 35 pounds occasionally
  • Requires dexterity to type at least 60 wpm.

 

WORKING CONDITIONS (environment and safety):

  • Work performed in office environment
  • Involves frequent contact with professional staff and managed care organizations
  • Work may be stressful at times
  • Interaction with others is frequent and often disruptive