Address
Form of work
AdventHealth Corporate
All the benefits and perks you need for you and your family:
Benefits from Day One
Career Development
Whole Person Wellbeing Resources
Mental Health Resources and Support
Our promise to you:
Joining AdventHealth is about being part of something bigger. It's about belonging to a community that believes in the wholeness of each person, and serves to uplift others in body, mind and spirit. AdventHealth is a place where you can thrive professionally, and grow spiritually, by Extending the Healing Ministry of Christ. Where you will be valued for who you are and the unique experiences you bring to our purpose-minded team. All while understanding that together we are even better.
Shift: Monday-Friday
Job Location: Hybrid; Altamonte Springs, FL
The role you'll contribute:
The Administrative Assistant provides the support necessary for directors and department staff to meet the day-to-day functions of the department. The handling of confidential information is part of daily responsibilities. The Administrative Assistant enhances directoras effectiveness by providing director support; appointment scheduling; document preparation and distribution; travel planning and communication with leadership, outside callers and visitors; and special projects as assigned by leadership. Requires a high school diploma or equivalent and two years minimum in a secretarial role.
The value that you bring to the team:
ADMINISTRATIVE SUPPORT
Maintains paper and electronic files of all correspondence, documents, reports, and other materials.
Maintains and updates Outlook with current information, including distribution lists
Responsible for the department's daily mail pick-up and distribution, FedEx shipments and certified mail. Tracks all requests electronically to insure accurate delivery/completion.
Maintains department inventory of office supplies and equipment, including purchase orders and check request
APPOINTMENT SCHEDULING
Schedules and maintains director's calendars
Provides necessary logistics for meetings (internal and external) such as agenda, facilities and catering, accommodations and technical equipment
Organizes weekly/monthly conference calls for directors
DOCUMENT PREPARATION AND DISTRIBUTION
Prepares, edits and distribute reports, agendas, letters, meeting minutes, organizational charts and other documents
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
Makes travel arrangements for assigned directors and coordinates schedule.
Completes expense reports for directors in a timely manner. Ensures expense reports are copied and turned into accounting for processing.
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 director's schedule and priorities
Deals discretely and appropriately with confidential information concerning Adventist Health System
The expertise and experiences you'll need to succeed:
Minimum qualifications:
High school diploma or equivalent
2 years minimum experience in a secretarial role.
Preferred qualifications:
Windows Applications: Microsoft Outlook and other office applications, such as, Word and Excel as needed by the department
Basic Computer navigation skills
Online expense reimbursement system such as concur
Demonstrates ability to adapt to new situations and responsibilities
Demonstrates problem solving skills
