Executive Assistant III

$56,077 - $84,115/Yr

AdventHealth - Orlando, FL

Full-time - Entry Level

Orlando, FL

Hospitals

About the position

As an Executive Assistant III at AdventHealth Orlando, you will play a crucial role in supporting the leadership team by managing their calendars, scheduling meetings, and coordinating travel arrangements. This position requires a high level of professionalism and the ability to represent the leaders and the organization effectively in all communications. You will be responsible for answering and screening incoming calls, greeting visitors, and providing administrative support, which includes managing correspondence, preparing expense reports, and maintaining files and records. Your role will also involve organizing meetings and events, both on-site and off-site, and ensuring that all necessary provisions are ordered and agendas are prepared. You may also assist with budget tracking and serve as a committee member or lead various work teams, including other administrative staff. In this fast-paced environment, you will need to demonstrate excellent computer skills, particularly in Microsoft Office applications such as Word, Excel, PowerPoint, and Access. You will be expected to maintain confidentiality and adhere to corporate, legal, and regulatory guidelines, including HIPAA. The ideal candidate will be self-motivated, able to multitask, and prioritize effectively while managing day-to-day workflows. You will also need to resolve issues independently and work collaboratively as part of a team. This position offers a unique opportunity to thrive professionally while contributing to a mission-driven organization that values integrity, compassion, balance, excellence, stewardship, and teamwork.

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 and greet and assist visitors.
• Professionally represent Leader(s) and AdventHealth in all communications and at meetings, events, etc.
• Provide administrative and secretarial support including managing incoming/outgoing mail, composing and editing correspondence, preparing expense reports, and maintaining files and records.
• Schedule and organize meetings and events, both on- and off-site; prepare agendas and take/transcribe meeting minutes.
• Assist with budget tracking, contracts, and may serve as committee member and/or lead/supervise various work teams including other administrative staff.

Requirements

• 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.
• Meet ever-changing and multiple deadlines, managing day-to-day workflow.
• Two to four years minimum experience as an administrative or executive assistant, secretary, or other higher level administrative/office support role.

Nice-to-haves

• Basic accounting, legal and/or contract administration knowledge.
• ADVENTHEALTH/AHS Sunport system experience.
• Associate degree in secretarial sciences or business, and two years executive office/secretarial work experience.
• Event planning/coordination experience.
• Certified Administrative Professional (CAP) certification.

Benefits

• Benefits from Day One
• Paid Days Off from Day One
• Student Loan Repayment Program
• Career Development
• Whole Person Wellbeing Resources
• Mental Health Resources and Support
• Pet Insurance
• Debt-free Education (Certifications and Degrees without out-of-pocket tuition expense)