Miami, Florida
Executive Assistant to CEO Job Opening in Miami, Florida - SUMMARY
The qualified applicant will be responsible for providing administrative support to multiple Senior Staff members and their immediate teams. Qualified applicant will schedule and maintain busy calendar and travel itineraries, as well as arrange and coordinate meetings. The qualified applicant will have the ability to interact professionally with senior executives, middle management, members of the government, visitors, providers, patients, guests, vendors, etc. Qualified applicant will assist in time reporting management, expenses, perform administrative duties and prepare correspondence as deemed necessary. Qualified applicant will exercise sound judgment and discretion when handling sensitive matters, arrange essential incoming items in priority action order, and manage deadlines on incoming requests to successful completion.
TASKS AND RESPONSIBILITIES:
Assistance to Senior Management Team:
Screen incoming calls for the Senior Management Team.
Sort and distribute incoming mail; process outgoing mail for Senior Management Team (and their teams).
Download e-mail and federal documents on a daily basis.
Maintain and manage Senior Management Team?s calendar.
Greet, announce and accommodate visitors for the Senior Management Team.
Schedule travel arrangements.
Coordinate presentations for the Senior Management Team.
Prepare for meetings (including agendas and minutes when requested).
Coordinate FACHC, NACHC, HCN and associated events and conferences.
Assist with ordering supplies for Senior Management Team (and their teams).
Prepare letters and memos as a means to communicate internally and with outside agencies from the Senior Management Team.
Attend functions as requested by the Senior Management Team.
Prepare minutes for all Committee meetings and maintain folders as requested.
Assist with guiding patients with grievances and incidences (provide paperwork and contact information for patient complaints).
Support staff in the preparation and submission of grants.
Adheres to Center policies regarding confidentiality.
Other duties as assigned and required.
ADDITIONAL RESPONSIBILITIES
Assist with setup for Leadership Development Institutes, health fairs, special events and activities (including ordering food, beverages and any required supplies).
Collects and summarizes monthly rounding.
Assists with distribution of The Voice and The Insider; co-creates Insider material for weekly distribution.
Promotes safety awareness in the department and follows proper procedures in reporting all employee injuries on duty.
Assist with Studer related projects, such as: LEM, Round, Training, AIDET, etc.
JOB RELATIONSHIPS
Responsible: Chief Executive Officer
Interrelationships: Administration, Borinquen Staff, Patients and visitors.
REQUIREMENTS
Bachelors or Equivalent degree in related field.
Fully bilingual (fluent in English and ).
Minimum of three years of executive administrative support experience.
Proficient in communication skills both written and verbal: spelling, vocabulary and grammar.
Attention to detail is a must.
Ability to establish and maintain office records and files.
Ability to understand and follow complex oral and written instructions.
Ability to perform a variety of important, sometimes urgent, confidential and complex tasks.
Time management skills are required to prioritize assignments and deliver projects within required schedules.
High energy level, strong work ethic and extroverted.
Proficient in Microsoft Office, especially in Word, Excel and PowerPoint.
Thorough understanding of all and HR Policies Professional work ethic with a very strong ability to multi-task and work under pressure.
Desired SKILLS & EXPERIENCE
Systems Knowledge Preferred ? Word, Outlook, Excel, Publisher and Power Point.
Spanish and Creole speaking, reading and writing skills.
Self-starter with ability to work with minimal direction.
Excellent follow-up skills and impeccable attention to detail.
Job Type: Full-time
Required education:
Bachelor's
Required experience:
Executive Assistant: 3 years
Required languages:
Enlgish
Spanish
Creole
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