Executive Assistant - HR Administration

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Job description

Position Summary:
Orlando Health is seeking an experienced Executive Assistant to join the HR Administration Team. This role is responsible for planning and carrying out administrative functions in support of the COO/CMO/CNO/CQO/CFO/AVP, requiring considerable knowledge of the organization.

Key Responsibilities:

Communication: Communicate on behalf of the HR leadership, ensuring all messages and information are conveyed clearly and professionally.

Meeting Coordination: Set up meetings, arrange lunches, prepare meeting setups, and assist with presentation preparations.

Travel Arrangements: Assist with booking travel arrangements, ensuring all details are organized and confirmed.

Expense Reports: Process expense reports accurately and in a timely manner.

Calendar Management: Schedule and maintain calendars of appointments, meetings, and travel itineraries, coordinating related arrangements.

Event Assistance: Attend corporate events, assisting with registration and other related tasks.

Catering Ordering: Coordinate catering orders for meetings and events, ensuring that dietary preferences and special requests are accommodated.

Location:

55 West Gore St.

Orlando, FL 32806

Schedule:

Monday - Friday

7:30am - 4:00pm

Responsibilities:
Essential Functions

Provides advanced, diversified and confidential administrative support requiring broad and comprehensive clerical/secretarial experience, skill and knowledge of organization policies and practices for the COO/CMO/CNO/CQO/CFO/AVP.

Has significant contact with senior management and organizational data.

Interacts professionally with all levels of management.

Significant employee contact and outstanding customer service to children and their families.

Establishes and maintains strong relationships with employees, senior management, board members, medical staff and various external contacts.

Must be able to handle all confidential meetings and correspondence with discretion.

Performs significant administrative duties with multiple priorities and tasks.

Organizes and expedites flow of work through the COO/CMO/CNO/CQO/CFO/AVP.

Provides work direction to other clerical personnel within the department.

Organizes meetings including distributing materials, set up of audio/visual equipment, arranging for refreshments or catering and transcribing minutes.

Schedules and maintains calendars of appointments, meetings, and travel itineraries and coordinates related duties such as flights, hotel and transportation arrangements.

Creates, prepares, coordinates and maintains, presentations, including charts and graphs, databases and spreadsheets.

Prepares, monitors, or assists with the preparation of various budgets.

Recommends and help to implement processes which facilitate cost reduction.

Composes and types routine and non-routine correspondence, reports, special projects, technical papers, etc.

Conducts Internet research, data collection and some analysis of information.

Coordinates special events.

Answers phone calls, routes callers, takes messages and resolves routine and sometimes complex inquiries.

Responds to callers and visitors not requiring the attention of the COO/CMO/CNO/CQO/CFO/AVP utilizing significant discretion in varied areas.

Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA and other federal, state and local standards.

Maintains compliance with all Orlando Health policies and procedures.

Other Related Functions

Exercises a high degree of initiative, judgment, discretion and decision making to help achieve organizational goals and objectives.

Uses professional judgment in communicating with internal and external entities.

Maintains established departmental policies and procedures.

Prioritizes workload to manage multiple priorities.

Completes assignments in a timely, effective and efficient manner.

Enhances professional growth and development through participation in educational programs, current literature, and workshops.

Qualifications:
Education/Training

Associate's Degree or can demonstrate proof of completion within 12 months of hire date.

Two (2) years of prior customer service, administrative or secretarial experience may substitute for the Associate's degree (in addition to the requirements listed in the Experience section).

Highly proficient in word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access).

Licensure/Certification

None

Experience

Five (5) years of customer service, administrative, secretarial or related experience.

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