Executive Assistant, Jackson North Medical Center, Full Time, 7:30am to 4:00pm

Jackson North Medical Center

Department: Administration

Address: 160 NW 170th Street, North Miami Beach, Florida, 33169

Shift details: Full Time, 7:30am to 4:00pm

Summary

The Executive Assistant performs advanced secretarial and related clerical work for senior leadership or other comparable executive official of the Public Health Trust. This position acts in a confidential capacity to assist or aid the Director, Associate Director, or Manager in the department.

Responsibilities

Performs as the main point of contact among executives, employees, clients and other external partners.

Manages information flow in a timely and accurate manner.

Manages executives calendars and sets up meetings.

Makes travel and accommodation arrangements.

Tracks daily expenses and prepare weekly, monthly or quarterly reports.

Acts as an office manager by keeping up with office supply inventory.

Formats information for internal and external communication memos, emails, presentations, reports.

Take minutes during meetings.

Screens and directs phone calls and distributes correspondence.

Organizes and maintains the office filing system.

Performs other related duties as needed.

Experience

Generally requires 3 to 5 years of related experience.

Education

High school diploma is required.

Skill

Ability to analyze, organize and prioritize work accurately while meeting multiple deadlines. Ability to communicate effectively in both oral and written form. Ability to handle difficult and stressful situations with critical thinking and professional composure. Ability to understand and follow instructions. Ability to exercise sound and independent judgment. Knowledge and skill in use of job appropriate technology and software applications.

Credentials

Valid license or certification is required as needed, based on the job or specialty.

Unit Specific Credential

Working Conditions

Physical Requirements - Job function is sedentary in nature and requires sitting for extended periods of time. Function may require frequent standing or walking. Must be able to lift or carry objects weighing up to 20 pounds. Jobs in this group are required to have close visual acuity to perform activities such as: extended use of computers, preparing and analyzing data and analytics, and other components of a typical office environment. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC).

Environmental Conditions - Jobs in this group are required to function in a fast paced environment with occasional high pressure or emergent and stressful situations. Frequent interaction with a diverse population including team members, providers, patients, insurance companies and other members of the public. Function is subject to inside environmental conditions, with occasional outdoor exposures. Possible exposure to various environments such as: communicable diseases, toxic substances, medicinal preparations and other conditions common to a hospital and medical office environment. May wear Personal Protective Equipment (PPE) such as gloves or a mask when exposed to hospital environment outside of office. Reasonable accommodations can be made to enable people with disabilities to perform the described essential functions. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC).