Job Title: Sr. Executive Administrative Assistant
Division: Corporate FLSA: Exempt
Department: Operations
Reports To: Chief Executive Officer Last Updated: June 2024
General Summary:
The Sr. Executive Administrative Assistant plans and directs all administrative and operational activities for the CEO. Organizes and prioritizes critical issues and required information for the CEO to facilitate efficient decision making. The Sr. Executive Administrative Assistant acts as a point of contact or gatekeeper between CEO and other stakeholders. The Sr. Executive Administrative Assistant will role model excellence in communication with Hospital leadership, system service line leaders and other key leaders within our organization. The Sr. Executive Administrative Assistant will be the personal assistant to the CEO and handling all business and personal travel and events.
Essential Duties and Responsibilities:
· Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
· Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
· Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
· Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
· Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
· Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
· Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
· Provide day-to-day leadership and management that mirrors the mission and values of the Company for different clinical services including all lines of service.
· Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
· Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
· Develop and maintain an efficient documentation and filing system
· Day-to-day administrative (non-clinical) support for Pioneer program to fulfill the commitments outlined in the Agreements between Pioneer facilities and institutions.
· Participates in Pioneer admin meetings.
· Provide event management support as requested.
· Provide hospitality to all guests and help to create a welcoming environment.
· Other projects/duties as assigned for the overall benefit of the organization.
Knowledge, Skills, and/or Abilities Required:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Minimum of 4 years’ experience in management related to healthcare operations in a group practice environment.
· Practical knowledge and experience in working with practice management software systems with the ability to direct workflow to optimize operations.
· Strong leadership, management, and interpersonal skills.
· Able to construct and analyze data and other reporting.
· Exceptional planning, time management skills, and organizational skills.
· Ability to be self-directed, and a self-starter.
· Proficient in Microsoft Applications (Word, Excel, Visio, and PowerPoint).
· Ability to manage, train, explain, support, and follow recommended processes.
· Excellent verbal and written communication skills.
· Discretion and confidentiality.
· Excellent verbal, written and presentation skills.
· Highly strategic, creative, and process oriented.
· Adaptability and high EQ.
· Ability to motivate, coordinate, and ensure proper time-management.
Education/Vocational/Previous Experience Recommendations:
· Bachelor’s degree in business, Management or Healthcare related field.
· Preferably master’s in health care administration (MHA) or master’s in business administration (MBA) preferred.
Working Conditions:
· Remote/Virtual Office Based
· Travel: 20%
The statements above are intended to describe the general nature and the level of work being performed by people assigned to this position. Other duties may be assigned as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Pioneer Medical Group is an Equal Opportunity Employer.
Job Type: Full-time
Pay: $80,000.00 - $90,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Ability to Commute:
- Temple Terrace, FL 33637 (Required)
Ability to Relocate:
- Temple Terrace, FL 33637: Relocate before starting work (Required)
Work Location: Hybrid remote in Temple Terrace, FL 33637