Executive Team Coord -Administration OB GYN

Job Description

This position is responsible for working independently for an AVP, VP, SVP or Chair Executive by providing office support to increase the efficiency and effectiveness of the Executive. Handles a wide variety of situations requiring knowledge of the overall functions of the Executive’s area of responsibility with tact and confidentiality. Acts as a central point of contact for other departmental associates and as a liaison for other Executive Team offices.

Responds to inquiries and independently represents the Executive in managing internal and external customers. May be responsible for organizational functions such as revision and maintenance of policies and procedures. Typical duties include maintenance of budget records and developing communications on the Executive’s behalf. May support subcommittees of the Board of Directors/Managers including meeting attendance, preparing minutes, maintaining all records, following up on action items and agenda preparation.

• Manages Executive priorities in planning, communication, and coordination of departmental activities.
• Provides support to subcommittee of the Board of Directors or Florida or Delaware Board of Managers, selecting and contracting for meeting site and arrangements; preparing agenda with Chair and ensuring materials are available; attending and taking minutes; preparing summary report for Chair to present to full Board; preparing complete transcription of meeting minutes; following up with committee members on deliverables and informing the Chair of any issues or difficulties.
• Sets up departmental meetings with agendas, ensuring appropriate parties are included, attendees know any pre‑meeting work, compiles materials, and follows up as needed.
• Prepares correspondence for the executive’s signature and for own activities, representing the department for internal distribution and to external vendors and stakeholders.
• Prepares reports and presentations for the executive and others, often assigned projects requiring research, data gathering, and reporting on results, including participation in strategic management system activities.
• Maintains records for budget and other activities such as purchase orders and accounts payable requests, travel records, confidential reports, and prepares expense reports for travel and meetings.
• Represents the executive in dealing with internal Nemours customers and external contacts, answering questions or solving problems independently and deciding referrals, keeping the executive informed of issues.
• Ensures departmental associates are aware of activities, meetings, policies and procedures.
• Arranges travel for the executive and others as needed and coordinates travel with other executives as necessary.
• May supervise other clerical/administrative associates, including recruiting, training, coaching, counseling and disciplining.
• May perform other functions to support the overall organization such as writing, revising, communicating, and maintaining policies and procedures.
• Additional miscellaneous duties and responsibilities as assigned by the supervisor.

High School diploma required. Associate degree preferred.

Minimum of 3 years of administrative assistant experience required. Experience supporting senior executives and faculty appointment processes is highly preferred.