Executive Assistant

Carecentrix Tampa , FL 33602

Posted 2 weeks ago

Overview

Be a part of something bigger - make an impact in a growth organization. CareCentrix is committed to making the home the center of patient care.

We are currently hiring for an Executive Administrative Assistant job in our Tampa, FL office.

This position is responsible for providing executive administrative support to Senior Vice President & Senior leaders in Operational Excellence. The ideal candidate must be experienced in handling a wide range of administrative related tasks and be able to work independently as required. They must be a critical thinker who can anticipate business needs and deliver results.

The candidate must also have the ability to work well within a dynamic and fast-paced organization and manage multiple tasks and conflicting priorities, with accuracy, flexibility and attention to detail while maintaining a professional demeanor.

Responsibilities

  • Responsible for calendar management on a daily, weekly, and monthly basis

  • Management of monthly expenses in line with policy; keep current on policy changes; attend training courses when needed

  • Maintain update of department distribution lists, and organizational charts; current job openings and department mailings

  • Manage domestic travel arrangements including air, hotel, and transportation; keep track of executive's expenses and prepare expense reports.

  • Answer and direct phone calls; take care of routine inquires in a timely manner; escalate issues when necessary

  • The ability to collaborate and support the wider team when needed; take accurate minutes at meetings, coordinate follow up actions if needed and keep accurate files

  • Organize internal and external business meetings, necessary arrangements including sending invites, reserving rooms, printing of copies and arranging/managing catering and greeting visitors

  • Assist in preparation of reports; research data for presentations; confirm accuracy of information

  • Communicate effectively with team members and associated departments; handle sensitive & confidential information

  • Manage various accounting functions; ensure new team members office set up & supplies are ready in a timely manner; update all contact information for senior leaders

  • Manage various team projects; handle correspondences on behalf of the senior leaders

  • Coordinate facilities management responsibilities; equipment and supplies; order supplies maintain inventory, ensure all equipment is updated. Maintain supply budget

  • Act as liaison with various departments to ensure knowledge sharing, updates on reports and preparations for meetings

  • Cover reception when needed and work with other support staff to provide seamless service to the business

  • Assistance with special projects and initiatives as requested; Direct others when needed & become subject matter expert for the administrative policies of the department

Qualifications

  • At least 7 years of Executive Assistant experience

  • Organizational, administrative, and interpersonal skills

  • Calendar management experience, including the coordination of complex meetings with internal and external parties

  • Ability to handle confidential and sensitive information with discretion; ability to be a critical thinker and problem solver

  • Team player who embraces our values and displays excellent customer service

  • Strong written and verbal communication skills; ability to work in fast paced environment

  • Attention to detail and timely follow-up; strong judgment skills to lead others & projects

  • Ability to prioritize multiple tasks with minimal guidance and to proactively identify and resolve issues; ability to work over time when needed

  • Solution-oriented demeanor, ability to see the long term vision and must be a reliable self-starter

  • Proficiency in Microsoft Outlook and Microsoft Office, including Word, Excel and PowerPoint; Visio and strong typing skills

  • Experience working with virtual networks; video conference calls and comfortable with learning new systems

We are an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, national origin, religion, sex, disability, sexual orientation, gender identification, or being a qualified disabled veteran or qualified veteran of the Vietnam era or any other category protected by Federal or State law.

We are an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, national origin, religion, sex, disability, sexual orientation, gender identification, or being a qualified disabled veteran or qualified veteran of the Vietnam era or any other category protected by Federal or State law.

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