Executive Assistant in Altamonte Springs, FL at Adventist Health System Corporate Office

Date Posted: 8/30/2018

Job Snapshot

  • Job Schedule
  • Job Category
  • Date Posted:
  • Job ID:
  • Job Function
    Administrative / Business Support
  • Travel
  • Shift
  • AHS Zone
    2-Legacy System
  • Organization
    Adventist Health System Corporate Office

Job Description

If you want to be a part of a place that provides nothing less than extraordinary compassionate care, then Adventist Health System is the place for you!
We are currently seeking qualified candidates for an Executive Assistant position that will be based in our Communications department. This position is based at our corporate office in Altamonte Springs, FL.  
This position provides the opportunity to be responsible for support functions to the department leaders and staff of the corporate communications department. Discretion, tact and courtesy are required when working with executives, support staff, marketing/public relations professionals, media and community reps as well as other healthcare personnel.  Proactive decision-making skills, ability to work independently with minimal supervision, flexibility especially during episodic times of stress, excellent organizational skills and attention to detail are required. 
Specific job duties include:
  • Maintains and schedules department leader calendars proactively addressing conflicts while protecting time for priorities
  • Maintains and schedules department calendar including requested time off, staff meetings, department events as well as specific team meetings
  • Makes arrangements for internal and external meetings/VTC/webinars/conference calls including agenda, scheduling, technology support, catering and minute taking, if required
  • Makes travel arrangements for department leaders and department staff as requested finding the best times and price; confirms travel arrangements communicating any potential conflicts
  • Produces agenda for department staff meetings; follows up on items as requested by Vice President and department leaders
  • Creates and maintains organization of projects for department leaders ensuring relevant documents, including minutes and agendas, are easily accessible
  • Creates biweekly expense reports for department leaders accurately and timely
  • Maintains inventory of office supplies and places orders as necessary
  • Monitors department budget, including tracking and reporting on inconsistencies
  • Processes accounts payable as required
  • Collects and distributes department mail, including package deliveries; creates mailing labels for department staff as necessary
  • Provides support including composing and editing letters, memos and other correspondence; preparing and updating presentations, spreadsheets, etc.
  • Ensures set-up of new department employees is conducted timely
  • Ensures all correspondence and documents have a professional appearance and are organized in a clear, concise and professional manner with correct grammar, punctuation and spelling
  • Tracks industry conferences, including early registration and deadline
  • Plans and coordinates department events including annual retreat, Christmas event and employee engagement
  • Supports department projects as requested, including community involvement
  • Performs special assignments as requested
Experience Requirements:
  • 2-year experience in administrative work
Educational Requirements:
  • Bachelor’s degree preferred
Knowledge and Skills Required:
  • Excellent communication skills (verbal and written)
  • Knowledge of communications/marketing/media field
  • Internet
  • SharePoint                                                                                 
  • Microsoft PowerPoint                                                           
  • Microsoft Word
  • Microsoft Excel                                                                        
  • Microsoft Outlook
If this position sounds like a great match for your skills set and experience, please apply online now!

Position Location:  
Job:  Administrative / Business Support
Organization:  Adventist Health System Corporate Office
Primary Location:  US-FL-Altamonte Springs
Schedule:  Full-time
Shift:  Day
Job Level:  Entry Level
Education Level:  High School Diploma / GED
Travel:  No
Job Posting:  Aug 30, 2018, 3:49:16 PM

Location | Organization | Category | Job Function