Executive Assistant, University Inpatient Hospital

This position provides administrative and operational support for two Vice Presidents for the organization so that the executives can focus on their leadership and strategic functions. This role will coordinate and manage scheduling and calendars, prepare and organize important documents, support board meetings and the preparation of board materials. This role ensures meetings and materials are efficient and effective and serves as a trusted partner to deliver against the priorities of the business.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the executives’ needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the management team, Board of Directors, and leaders. To perform this job successfully, the individual is expected to handle highly sensitive and confidential information while exercising professionalism and discretion.

In addition, the individual must possess high level critical thinking skills to succeed in a dynamic work environment.

Responsibilities:

Work directly with executives to support all aspects of their daily work routine.

Maintain the executives’ calendars, including scheduling meetings, appointments, and travel arrangements. Exercise discretion in committing time and evaluating needs.

Serve as a liaison between the executives, internal and external constituent groups. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

Coordinate work with other executive admin staff as needed; play a key role in the coordination of staff efforts both within and outside the department.

Assist the executives in the development of presentations and materials for internal and external audiences.

Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate.

Keep the executive advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Routinely perform a wide variety of support duties including printing, faxing, mail/overnight packages, copying, filing, and email/messages.

Compose and prepare letters relating to routine correspondence for the executive’s signature.

Schedule departmental and board meetings; assist in the preparation and distribution of meeting agendas and materials; room reservations and preparation; and catering needs as appropriate. May attend meetings to assist in presentation flow and document minutes and action items.

Prepare, reconcile, and submit expense reports and department invoices for payment

Oversee timecard reconciliation for executives and their direct reports

Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

Maintain various records and documents for company executive(s)

Qualifications:

High school diploma or GED required; some college coursework preferred

A detail-oriented self-starter with prior experience supporting senior level executives

Good customer service and verbal/written communication skills

High level critical thinking ability

Excellent organization and time-management skills

Someone who exhibits sound judgment with the ability to prioritize and make decisions

Energetic and eager to tackle new projects and ideas

Comfortable interacting with high-level executives and board members

A team player with strong interpersonal skills, capable of cultivating productive working relationships across the organization

Resourceful, can-do attitude

Thrives in a fast-paced environment

Flexible scheduling/availability based on Executive needs

Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)

Location:

Brooks Rehabilitation Hospital, 3599 University Blvd South, Jacksonville, FL 32216

Hours:

Monday - Friday, Flexible scheduling/availability based on Executive needs

Compensation:
Experience, education and tenure may be considered along with internal equity when job offers are extended.

Thriving in a culture that you can be proud of, you will also receive many employee benefits such as the following:

Competitive Pay Comprehensive Benefits package

Vacation/Paid Time Off Retirement Plan Employee Discounts
#J-18808-Ljbffr