ADU.Executive Assistant II in Orlando, FL at Adventist Health System

Date Posted: 11/9/2018

Job Snapshot

  • Job Schedule
    Full-Time
  • Location:
    Orlando, FL
  • Job Category
  • Date Posted:
    11/9/2018
  • Job ID:
    273395
  • Job Function
    Administrative / Business Support
  • Travel
    No
  • Shift
    Day
  • AHS Zone
    2-Legacy System
  • Organization
    Florida Hospital

Job Description

Our Mission is to extend the healing ministry of Christ.

PRIMARY CUSTOMERS, PARTNERS, AND TEAM: 

At Florida Hospital, our primary customers are patients and families.  Our partners are physicians and our team members are all employees of Florida Hospital.

GENERAL SUMMARY:

Position level is based on reporting structure (see “Reports To” above, referenced below as “Leader”).

Supports Leader(s) as direct executive assistant, with responsibilities including calendaring, travel arrangements, correspondence, and other administrative functions.  Will professionally represent Leader as requested and in all associated responsibilities.  Supports campus events such as Town hall meetings, recognition, engagement, holiday receptions, and others.  Actively participates in outstanding customer service and accepts responsibility in maintaining relationships that are equally respectful to all. 

KNOWLEDGE AND SKILLS REQUIRED:

• Communicate and interact effectively and professionally with diverse populations, individually or as a team member, both in verbal and written communications

• Excellent computer skills in word processing, spreadsheets, and databases, using programs such as Microsoft Outlook, Word, PowerPoint, Excel, Access, etc.

• Maintain confidentiality, use discretion, and adhere to all corporate, legal, and regulatory guidelines, i.e. HIPAA

• Self-motivated, with flexibility to multitask and prioritize in a stressful, fast-paced environment

• Resolve issues with minimal direction or guidance, as well as work independently and as a team member

• Professional attitude and conduct

• Effectively utilize office equipment including fax, copier, printer, scanner, etc.

• Meet ever-changing and multiple deadlines, managing day-to-day workflow

• Detail-oriented, with strong proofreading and editing skills

• Florida Hospital Executive Secretary/Assistant clerical test

KNOWLEDGE AND SKILLS PREFERRED:

• Basic accounting, legal and/or contract administration knowledge

• FH/AHS Sunport system

EDUCATION AND EXPERIENCE REQUIRED:

• Two years’ minimum experience as an administrative or executive assistant, secretary, or other higher level administrative/office support role, OR

• Two years of related business or other administrative experience

EDUCATION AND EXPERIENCE PREFERRED:

• Associate’s degree in secretarial science or business, and two years’ executive office/secretarial work experience

• Event planning/coordination experience

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIRED:

• 

LICENSURE OR REGISTRATION PREFERRED:

• Certified Administrative Professional (CAP)

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES:

Demonstrates, through behavior, Florida Hospital’s core values of Integrity, Compassion, Balance, Excellence, Stewardship, and Teamwork

• Manages calendar for Leader(s), scheduling meetings and appointments, and coordinates travel arrangements including lodging, air/land, transportation, event registration, etc.

• Answers/screens incoming calls, taking messages and routing calls as appropriate.  Retrieves voice messages as requested.  Greets and assists visitors.  Professionally represents Leader(s) and Florida Hospital in all communications and as requested at meetings, events, etc.  Communicates effectively and appropriately based on visitor needs and age level.

• Provides administrative and secretarial support including opening and disbursing Leader’s incoming/outgoing mail; completing correspondence duties including composing and editing letters, memos and other correspondence; preparing expense reports, PAVs, and supply orders; preparing and updating presentations, spreadsheets, etc.; maintaining files and records, equipment, etc.

• Schedules and organizes meetings and events, both on- and off-site; orders provisions as appropriate, prepares agendas and takes/transcribes meeting minutes, distributing as appropriate.

• May assist with budget tracking, contracts, etc.

• May serve as committee member and/or lead/supervise various work teams including other administrative staff.

• May maintain division/department policies/procedures, contracts, etc.

• Will support Leader(s) administratively with special requests including research, projects, and other miscellaneous duties.

The above statements reflect the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. Responsibilities are subject to change.


Our Mission is to extend the healing ministry of Christ.

PRIMARY CUSTOMERS, PARTNERS, AND TEAM: 

At Florida Hospital, our primary customers are patients and families.  Our partners are physicians and our team members are all employees of Florida Hospital.

GENERAL SUMMARY:

Position level is based on reporting structure (see “Reports To” above, referenced below as “Leader”).

Supports Leader(s) as direct executive assistant, with responsibilities including calendaring, travel arrangements, correspondence, and other administrative functions.  Will professionally represent Leader as requested and in all associated responsibilities.  Supports campus events such as Town hall meetings, recognition, engagement, holiday receptions, and others.  Actively participates in outstanding customer service and accepts responsibility in maintaining relationships that are equally respectful to all. 

KNOWLEDGE AND SKILLS REQUIRED:

• Communicate and interact effectively and professionally with diverse populations, individually or as a team member, both in verbal and written communications

• Excellent computer skills in word processing, spreadsheets, and databases, using programs such as Microsoft Outlook, Word, PowerPoint, Excel, Access, etc.

• Maintain confidentiality, use discretion, and adhere to all corporate, legal, and regulatory guidelines, i.e. HIPAA

• Self-motivated, with flexibility to multitask and prioritize in a stressful, fast-paced environment

• Resolve issues with minimal direction or guidance, as well as work independently and as a team member

• Professional attitude and conduct

• Effectively utilize office equipment including fax, copier, printer, scanner, etc.

• Meet ever-changing and multiple deadlines, managing day-to-day workflow

• Detail-oriented, with strong proofreading and editing skills

• Florida Hospital Executive Secretary/Assistant clerical test

KNOWLEDGE AND SKILLS PREFERRED:

• Basic accounting, legal and/or contract administration knowledge

• FH/AHS Sunport system

EDUCATION AND EXPERIENCE REQUIRED:

• Two years’ minimum experience as an administrative or executive assistant, secretary, or other higher level administrative/office support role, OR

• Two years of related business or other administrative experience

EDUCATION AND EXPERIENCE PREFERRED:

• Associate’s degree in secretarial science or business, and two years’ executive office/secretarial work experience

• Event planning/coordination experience

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIRED:

• 

LICENSURE OR REGISTRATION PREFERRED:

• Certified Administrative Professional (CAP)

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES:

Demonstrates, through behavior, Florida Hospital’s core values of Integrity, Compassion, Balance, Excellence, Stewardship, and Teamwork

• Manages calendar for Leader(s), scheduling meetings and appointments, and coordinates travel arrangements including lodging, air/land, transportation, event registration, etc.

• Answers/screens incoming calls, taking messages and routing calls as appropriate.  Retrieves voice messages as requested.  Greets and assists visitors.  Professionally represents Leader(s) and Florida Hospital in all communications and as requested at meetings, events, etc.  Communicates effectively and appropriately based on visitor needs and age level.

• Provides administrative and secretarial support including opening and disbursing Leader’s incoming/outgoing mail; completing correspondence duties including composing and editing letters, memos and other correspondence; preparing expense reports, PAVs, and supply orders; preparing and updating presentations, spreadsheets, etc.; maintaining files and records, equipment, etc.

• Schedules and organizes meetings and events, both on- and off-site; orders provisions as appropriate, prepares agendas and takes/transcribes meeting minutes, distributing as appropriate.

• May assist with budget tracking, contracts, etc.

• May serve as committee member and/or lead/supervise various work teams including other administrative staff.

• May maintain division/department policies/procedures, contracts, etc.

• Will support Leader(s) administratively with special requests including research, projects, and other miscellaneous duties.

The above statements reflect the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. Responsibilities are subject to change.


Position Location:  Adventist University of Health Sciences
Job:  Administrative / Business Support
Organization:  Florida Hospital
Primary Location:  US-FL-Orlando
Schedule:  Full-time
Shift:  Day
Job Level:  Staff / Associate
Education Level:  None
Travel:  No
Job Posting:  Nov 9, 2018, 3:37:09 PM

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