Executive Administrative Assistant

Company : The Villages Health

Job Type : Full Time

Number of Applicants

000+

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Job Description - Executive Administrative Assistant

About The Villages Health
The Villages Health is a patient-centered primary care driven, multi-specialty medical group with over 800 team members. Our unique care model gives us both the time and resources to truly care for our patients, along with a company culture that supports a healthy work-life balance for our team members. Our purpose, mission and vision is to empower Villagers and the surrounding communities to live out their dreams by keeping them healthy and healing them quickly. Together, we are changing the way healthcare is delivered and are making a positive difference in the lives of our patients and the communities we serve. In doing so, The Villages Health is creating America’s Healthiest Hometown.

Our Full-time Benefits
Medical, Dental & Vision Insurance | Matching HSA & 401k | PTO & Paid Holidays | The Villages Charter School Eligibility | & much more!

Hiring Event
Please bring your resume and join us:

Friday, May 16^th from 9:30 AM to 1:30 PM at The Villages Health Administrative Office (6503 Powell Road, The Villages, FL 32163) – RSVP’s are encouraged through Eventbrite at https://bit.ly/4hJjT9u

Responsibilities:
Within the spirit of "Making People's Dreams Come True," enhances executives’ effectiveness by implementing administrative systems, procedures, and policies and monitoring administrative projects by performing the following duties. The Executive Administrative Assistant directly supports the Chief Executive Officer, Chief Medical Officer and Chief Financial Officer.

Previous Experience/Required Skills:

Previous office and customer service experience required
Previous executive assistant experience preferred
Ability to work well with others
Skill in operating various office equipment including personal computer, fax, copier, MS Teams, TV, etc.
Skill in utilizing various software packages such as Microsoft Office & Outlook Skill in working with internet browsers
Skills in verbal and written communication

Essential Duties and Responsibilities:

Welcome guests, visitors and staff by greeting them, in person and on the telephone; answering or directing inquiries in a courteous and professional manner.
Performs general administrative and support functions for the office including maintaining efficient file system, preparing paperwork, running reports, reserve and prepare facilities, scheduling appointments, meeting minutes, copying materials, faxing and overnighting information.
Conserves manager/executive's time by answering and screening telephone calls; monitoring schedules for efficiency; anticipating and proactively handling needs.
Assists with maintaining manager/executive's schedule by coordinating and arranging meetings, conferences, teleconferences, itineraries, lunches, travel, etc.
Manages weekly Executive Leadership Agendas
Manages logistics for monthly Leadership Cohort meetings including set up and break down.
Prepares agenda and takes notes for bi-weekly Medical Directors meeting and distributes takeaways to attendees.
Leads or provides support for major events like the All Clinician Meetings, annual Roadshows, Board Memos, Board Meetings, etc.
Investigate, research, and resolve problems or concerns as they arise.
Pay close attention to detail, work under pressure and meet deadlines; work in an organized manner, prioritizing and handling multiple tasks as required.
Processes expense reports accurately and timely.
Creates and maintains PowerPoint presentations.
Maintains confidentiality.
Orders and maintains supplies, monitors fax/copier machine and arranges for equipment maintenance.
Lead or contribute to special projects and team efforts by exceeding goals and expectations.
Monitors overall office operations ensuring office procedures are followed; be responsive to facility issues and concerns as they arise; monitoring common areas for order and cleanliness.
Performs other duties as needed and responsible for additional duties as assigned.

Education/Experience Requirements:

Associate's degree (A. A.) or equivalent from two-year college or technical school and three to five years related experience in a high-level administrative position that required confidentiality and composure. Must be proficient in Microsoft Office and a have ability to quickly learn any specific departmental software that may be required. Must be extremely organized and flexible to adjust to multiple task requests and changing priorities. Proven experience as a self-starter who can work with little direction.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Salary is commensurate with experience.

Questions? Contact us at [email protected]

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Executive Administrative Assistant

Job Description - Executive Administrative Assistant

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