Executive Assistant - Administration, Full-Time

TheExecutive Assistant provides high volume administrative support to UF Health St. John's Executive Administration Team. This position requires strong organizational and multi-tasking ability while ensuring confidentiality. This person must demonstrate excellent interpersonal skills; both written and verbal, time management, and solid Microsoft Office Skills. Must be self-motivated and should need minimal supervision.

• Supports the Executive Team in their duties as assigned including but not limited to, activities related to administration and the work being done in multiple areas. Creates, maintains, optimizes and supports complex, time sensitive reports.
• Coordinates the calendar and schedules by planning and scheduling meetings, conferences, teleconferences and travel. Coordinates catering for any events as needed. Ensures all needed meeting materials are arranged and prepared.
• Prepares and submits agenda drafts to Executive Team for all meetings. Records and prepares minutes of meetings. Maintains records of bylaw revisions, deletions, additions for all corporations. Monitors attendance of committee members and meeting participants.
• Answers and manages incoming calls; interacts with internal and external clients; receives and interacts with incoming visitors. Conserves executive’s time by reading, researching and routing correspondence; drafting letters, emails, and documents; collecting and analyzing information and initiating telecommunications.
• Tracks and maintains project timelines, data and activities.
• Accurately performs analytical work as necessary to answer question and/or research issues.
• Acts as a point of contact between Executive Team Members and internal/external customers.
• All other duties as assigned.

Education

• High School Diploma/Equivalent

Experience

• 3-5 years business/office related experience.

Preferences

• Administrative/executive secretarial background in hospital environment.

Skills and Abilities

• Speak and write clearly and accurately.
• Excellent listening skills required.
• Change work frequently; for example, typing, answering phone, research and troubleshooting abilities.
• Must be detail-oriented with strong organizational skills and ability to summarize.