Sr Executive Assistant-President & CEO

Description

Job Summary

Provides high-level support in-person to President and Chief Executive Officer ensuring efficient operations through a wide range of executive, administrative, and office management functions. Requires exceptional communication and organizational skills, proven discretion with confidential matters, and the ability to manage complex tasks in a fast-paced environment.  Key responsibilities include project coordination, preparation of content, materials, briefings and presentations, event planning, supervision and leadership of executive administrative support staff and liaison with internal and external stakeholders. Plays a key role in ensuring alignment of the administrative support team and key projects led out of the Office of the CEO.

Job Specific Duties

• CEO Support: Provides administrative support including preparation and drafts meeting materials, prepares letters, reports, memoranda and project presentation that may contain highly sensitive information and require discretion and judgment when compiling.
• CEO Support: Receives and screens all visitors and telephone calls for the President and Chief Executive Officer. Answers inquiries concerning activities and operations for department and handles complaints based on knowledge of Hospital Policy.
• CEO Support: Prepares drafts and/or edits correspondence, budgets and financial reports, and other written materials based upon President’s notes and/or guidance from Executive Services Leader.
• CEO Support: Provides support to handle public relations events, correspondence and coordinates physician and public interaction at the direction of the Executive Services Leader and/or the CEO and President.
• CEO Support: Acts as concierge for VIPs. Coordinates medical appointments, walks VIPs them through system and makes sure everything runs smoothly.
• CEO Support: Takes calls from PBX Operators during night & weekend from physicians and VIPs needing assistance from the President’s Office.
• Executive Support: Collaborates with the Leadership Team & other contacts to gather data, prepare reports and presentations for internal/external meetings & events.
• Executive Support: Prepares agendas and takes minutes at senior staff meetings.
• Confidentiality and Professionalism: Demonstrates judgment, discretion, and professionalism in handling sensitive and confidential information.
• Supervisory Function: Oversees the day-to-day operations of the executive services team in the Miami-Dade regional locations. Ensures executive administrative support staff are on task, supports issues and challenges as needed in the administrative suites, and is an available resource to support team and the executives as needed.
• Supervisory Function: Oversees and manages time and attendance for executive support team ensuring that adequate coverage is provided across the Miami-Dade administrative sites.
• Supervisory Functions: Conducts regular staff huddles and ensures consistent communication across all team members in all locations. Cascades key organizational messages.
• Supervisory Function: Supports the Executive Services Leader with performance reviews. Gathers feedback from executives and offers coaching to team as needed.
• Supervisory Function: Participates in organizational leadership development activities such as Game Changers, TME Need to Knows, attends Management Forum, Town Hall, Leadership Kickoff, and contributes as an organizational leader.
• Board Functions: Provides board support as needed, including taking minutes and performing the functions of a Board Secretary as directed by the CEO and President and/or the Executive Services Leader.
  
  

Qualifications

Minimum Job Requirements

• Bachelor's Degree in Healthcare, Business or related field
• 4-7 years of providing support to executive level positions
• Advance level of proficiency in Microsoft Word, PowerPoint, Excel, Vizio, Canva and Adobe Acrobat

Knowledge, Skills, and Abilities

• 2-3 years of experience support CEO/President level.
• Ability to take and transcribe meeting minutes.
• Ability to learn new software applications.
• Ability to meet strict deadlines.
• Ability to perform job duties under stressful conditions.
• Ability to work independently.
• Able to relate cooperatively and constructively with clients and co-workers.
• Able to work with high-level executives both inside and outside of the organization.
• Able to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Excellent verbal and written communication skills.
• Excellent organizational, customer service, and interpersonal skills.
• Experience in handling confidential information.
• Knowledge of accounting skills.
• Utilizing discretion and independent judgment to develop financial reports.

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