Address
Form of workThis position is an on site role which means you will be required to work in office Monday - Friday.
In this role you will:
Provide executive level support for the COO including receiving visitors, representing executives to others, arranging travel and correspondence, scheduling meetings, and providing information management support. Primary goal is to limit overload to Executive Management team to ensure their communication lines are fast and effective and all incoming and outgoing correspondence is properly routed or handled in a timely and professional manner.
Key Responsibilities:
COO office
- Manage and maintain executive schedules including; scheduling travel and conferences, planning and scheduling meetings and teleconferences.
- Process executive monthly reimbursement for meeting travel, conferences, expenses, etc.
- Conserves executives’ time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Monitor all voice mails and summarize messages in e-mail format in a timely fashion.
- Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries to appropriate party, taking messages.
- Maintains customer confidence and protects operations by keeping information confidential.
- Responsible for updating & maintaining all current contact information for vendors and colleagues.
- Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes as needed.
- Maintain inventory of office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary
- Prepare executive responses to routine memos, letters or correspondence.
- Provide clerical and general office support for other offices. Delegate tasks and responsibilities to other staff members when appropriate.
- Prepare invoices in Hybrent system on behalf of Executive.
- Interact with shareholders, physicians, staff and patients, when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved.
- Prepare and develop electronic records management system for corporate files for COO; maintain and recommend changes to records system when appropriate.
- Coordinate COO’s Continued Education Courses and Credits for business affiliations.
- Coordinate COO recurring meetings with Operations Management Teams and handling Huddle forms, meeting presentations, etc as needed.
- Back up coverage for Senior Executive Assistant [SEA] to the CEO/CFO.
- Perform any administrative functions as assigned or necessary.
Corporate Functions
- Coordinate and support monthly Executive Council. Organize minutes and prepare management reporting information for Executive Council.
- Maintain master files for company contracts in Compliance C360 for operations team for all divisions who report directly to COO.
- Maintain Physician Onboard checklist and coordinate meetings to ensure checklist is completed for each new physician upon announcement of offer acceptance. EA to participate in all meetings to conduct meeting minutes to ensure tasks are completed in a timely manner.
- Maintain New Office Expansion checklist and coordinate meetings to ensure internal teams complete in a timely manner. EA to participate in all meetings to conduct meeting minutes to ensure tasks are completed in a timely manner.
- Responsible for handling Physician Recruitment for all divisions in coordination with the COO. Scheduling interviews, placing employment advertisements, track & log all candidates activities, CVs, meetings, tours, , background clearances, references, etc.
- Assure compliance with all company plans, policies and procedures set forth by the Florida Orthopaedic Institute
- All other duties as assigned
About You:
- Minimum 3 years’ experience as an EXECUTIVE ASSISTANT.
- Efficientlyorganized, detail-oriented and able to multi-task high volume projects.
- Excellent problem-solving skills, ability to intercept tasks on Executive’s workload as needed.
- Able to manage time effectively and prioritize needs of Executive office.
- High level of verbal and written communication skills.
- Requires strong proficiency in Microsoft Office (Word, Excel, Powerpoint, MS Teams, Sharepoint, OneNote, OneDrive) and Adobe Acrobat reader.
We Would Love It If You Also Had:
- Bachelors Degree
At FOI our goal is to provide our patients with world-class orthopedic care.
Our mission of providing the best care encompasses not only the care the physician provides, but all medical and administrative aspects of the patients encounter with Florida Orthopaedic Institute (FOI) as well. Every staff member plays a vital role in this mission. We take pride in receiving the Patriot Award from the Department of Defense for the support that we give to National Guard and Reserve members who are employed by FOI. We are committed to encouraging a culture of inclusion reflective of the communities we serve, and we provide equal opportunity to all. Florida Orthopaedic Institute conforms to the spirit as well as to the letter of all applicable laws and regulations.
What we offer:
- Full time opportunities available, with room for career growth and advancement.
- Excellent job security and stability, to promote an optimal work life balance.
- Be part of this dynamic and growing high level Executive team!
