Executive Assistant

Confidential - Sarasota, FL

Full-time - Entry Level

Sarasota, FL

About the position

The Executive Assistant plays a crucial role in supporting the executive staff and acting as a liaison to the Board of Directors. This position involves preparing high-level written communications, maintaining official records, and overseeing office management. The Executive Assistant is responsible for coordinating daily activities, scheduling meetings, and facilitating internal communication, ensuring efficient operations within the organization.

Responsibilities

• Coordinates the daily activities of the administration office.
• Schedules meetings, appointments, travel, and reservations.
• Plans appointments and events, manages phone calls and emails.
• Acts as the point of contact between executives and employees/clients.
• Responds promptly to managers' queries.
• Facilitates internal communication (e.g., distributes information and schedules presentations).
• Records and transcribes meeting minutes.
• Suggests more efficient ways to run the office and troubleshoot malfunctions.
• Identifies, documents, and communicates inter-department issues to management.
• Reviews and recommends changes to company policies.
• Ensures compliance with documented work processes, HIPAA, and other regulations.
• Performs all assigned duties on a timely basis with minimal errors.
• Responsible for all Board communication and the Board portal.
• Records and transcribes minutes for all Board communications.
• Prepares for Board of Directors meetings, including technology setup.

Requirements

• High School Diploma
• Experience as an Executive Assistant
• Competent use of office management technologies
• Exceptional written communication skills and attention to detail
• Proactive and able to meet deadlines
• Effective communication with Senior Leadership and Board members
• Collaborative approach to meet organizational needs
• Knowledge of operational policies and procedures
• Positive customer service skills
• Ability to prioritize and work quickly
• Professional presentation in the community
• Maintains confidentiality according to HIPAA standards
• High standards of ethics and integrity

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance