Executive Assistant II

AdventHealth - Maitland, FL

Full-time - Entry Level

Maitland, FL

1,001-5,000 employees

Hospitals

About the position

The Executive Assistant II at AdventHealth Medical Group plays a crucial role in supporting high-level executives, including the Assistant Vice President, Vice President, or Corporate Responsibility Officer. This position involves managing a wide array of administrative functions that are essential for the smooth operation of the office. The Executive Assistant II is responsible for handling the executive's calendar, scheduling meetings, coordinating travel arrangements, and managing correspondence. This role requires a high level of professionalism and discretion, as the individual will be relaying confidential information and representing the leadership in various communications and meetings. In addition to calendar management, the Executive Assistant II will compose and type messages, gather and interpret information to develop reports and presentations, and maintain departmental files. The role also includes monitoring departmental budgets and screening visitors and telephone calls. The Executive Assistant II will be expected to provide comprehensive administrative and secretarial support, which includes managing incoming and outgoing mail, preparing expense reports, and maintaining records and equipment. The position requires the ability to organize and schedule meetings and events, both on-site and off-site, and to prepare agendas and transcribe meeting minutes. The Executive Assistant II will also assist with special projects and research as requested by the executives, demonstrating flexibility and a proactive approach to administrative support. This role is integral to ensuring that the executives can focus on their leadership responsibilities while the Executive Assistant II manages the operational details.

Responsibilities

• Manage calendar for Leader(s), scheduling meetings and appointments, and coordinating travel arrangements including lodging, air/land, transportation, event registration, etc.
• Answer/screen incoming calls, taking messages and routing calls as appropriate; retrieve voice messages as requested; greet and assist visitors.
• Provide 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.
• Schedule and organize meetings and events, both on- and off-site; order provisions as appropriate, prepare agendas and take/transcribe meeting minutes, distributing as appropriate.
• Support Leader(s) administratively with special requests including research, projects, and other miscellaneous duties.

Requirements

• High School diploma or equivalency
• 2 years experience as an administrative or executive assistant, secretary, or other higher level administrative/office support role
• Ability to 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.
• Ability to type 45 wpm with minimal errors

Benefits

• Paid Days Off from Day One
• Student Loan Repayment Program
• Career Development