Executive Assistant

Tampa Family Health Centers - Tampa, FL

Full-time - Entry Level

Tampa, FL

Ambulatory Health Care Services

About the position

The Executive Assistant will provide high-level administrative support to an assigned Executive, acting as a crucial liaison between the Executive, senior management, and employees. This role is essential for ensuring the smooth operation of the Executive's office and involves a variety of tasks that require a high degree of organization, attention to detail, and the ability to manage multiple priorities effectively. The Executive Assistant will be responsible for preparing agendas for meetings, arranging conference calls, managing the Executive's calendar, and scheduling both internal and external events and meetings. Additionally, the role includes booking travel and lodging for the Executive and performing other tasks as assigned. In this position, the Executive Assistant will maintain the Executive's calendar and schedule of activities, which includes organizing complex activities such as meetings, travel itineraries, conferences, and various departmental and organizational activities. The Assistant will establish, develop, maintain, and update an efficient filing system for the Executive, ensuring that all information is organized and easily accessible. The role also requires the ability to handle a large volume of information and calls, manage mail for the Executive, and draft written responses as appropriate. The Executive Assistant will act as a liaison with other departments and outside agencies, including high-level staff such as other executives, presidents, and chiefs, while handling confidential and non-routine information. This position requires the ability to work independently and collaboratively on special projects, acting as a project manager for some initiatives as requested by the Executive. Duties may include planning and coordinating presentations, disseminating information, coordinating special meetings, and managing mailings and meal planning. The Assistant will also be responsible for typing and designing general correspondence, memos, charts, graphs, and tables, proofreading for accuracy and clarity, and ensuring a high level of detail in all final products.

Responsibilities

• Maintains assigned Executive's calendar and schedule of activities.
• Schedules and organizes complex activities such as meetings, travel, itineraries, conferences, and departmental activities.
• Establishes, develops, maintains, and updates an efficient filing system for the Executive.
• Organizes and prioritizes large volumes of information and calls.
• Handles mail for the Executive; drafts written responses by phone or email/mail as appropriate.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as other executives, presidents, and chiefs; handles confidential and non-routine information.
• Works independently and within a team on special projects as well as routine projects; acts as a project manager for some special projects as requested by the Executive.
• Types and designs general correspondence, memos, charts, graphs, tables, etc.; proofreads copy for spelling, grammar, and layout, making appropriate changes; responsible for accuracy and clarity of final product with a high level of detail.
• Performs other duties as assigned by supervisor.

Requirements

• Minimum of two years senior level administrative support experience.
• Must be independent and a proactive self-starter with a strong commitment to delivering high quality work.
• Ability to multi-task, prioritize, and work under deadlines.
• Strong oral and written communication skills.
• Customer service and team-oriented with the ability to interact with a diverse population.
• Excellent computer skills including proficiency in Microsoft Office applications.