Executive Assistant

The Executive Assistant provides assistance and support to a senior vice president, other vice presidents and staff as assigned. The position manages their calendars, anticipates and addresses needs to maximize best use of their time. This includes balancing obligations and commitments to ensure the VP/SVP uses their time efficiently and effectively. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.

Responsibilities

• Provides Executive Assistant support to Officer(s) and other leaders to ensure effective and efficient use of time, energy, and effort.
• Manages executive correspondence and email triage. Drafts communications on behalf of the Officer. Coordinates responses to stakeholders. Ensures timely and professional communications. Acts as liaison between the Officer and key stakeholders.
• Manages executive calendar and assigned meeting/conference rooms. Schedules internal and external meetings. Resolves scheduling conflicts and competing priorities. Ensures adequate preparation and travel time between commitments.
• Coordinates and schedules meetings/special event planning. Organizes leadership team meetings, 1:1, and department activities, among other meetings. Develops agendas and coordinates meeting materials. Prepares briefing documents and executive summaries. Captures meeting notes, decisions, and action items. Tracks accountability and follow-up actions. Coordinates catering, set up, execution and clean up.
• Prepares content and prepares Officer for meetings and events. Compiles relevant background information and key metrics. Conducts basic research on stakeholders, customers, partners, and competitors. Creates support materials in various programs
• Maintains confidential and sensitive documents and records. Manages executive files and records. Controls document versions and approvals. Ensures records are organized and accessible. Receives, screens, and routes incoming and outgoing mail to appropriate persons or offices and process mail requiring special handling.
• Provides financial and administrative support to process executive expenses and purchasing requests. Monitors administrative budgets and expenditures, as assigned. Coordinates invoices, vendor payments, and procurement requests. Maintains accurate administrative records.
• Serves as the first point of contact for visitors, guests, and stakeholders arriving at the Administrative Office. Provides professional, welcoming, and customer-focused experience. Greets visitors and coordinate executive appointments. Provides directions and assistance to visitors, patients, team members and vendors. Manages executive office reception and waiting areas. Ensures guests are appropriately escorted or connected with the correct personnel.
• Addresses inquiries, concerns, and complaints received. Responds to customer, team member, and stakeholder concerns with professionalism and empathy. Coordinates service recovery efforts to resolve issues promptly and effectively. Escalates sensitive concerns to appropriate leaders when necessary. Tracks and monitors resolution of complaints and requests. Helps restore confidence and maintain positive relationships following service disruptions or concerns.
• Manages concerns/complaints in a professional, respectful, and effective manner. Coordinates communication with appropriate leaders in a timely manner.
• Effectively manages the office and maintains supplies, equipment and physical environment.

Qualifications

Minimum Education

• High School Diploma or Equivalent Required

Minimum Work Experience

• 3 years Experience as an executive assistant supporting high level executives or senior-level leaders. Required

Baptist Health Care is a not-for-profit health care system committed to improving the quality of life for people and communities in northwest Florida and south Alabama. The organization includes three hospitals, four medical parks, Andrews Institute for Orthopaedic & Sports Medicine, and an extensive primary and specialty care provider network. With more than 4,000 team members, Baptist Health Care is one of the largest non-governmental employers in northwest Florida.

Baptist Health Care, Inc. is an Equal Opportunity Employer. BHC maintains and enforces a policy that prohibits discrimination against any workforce members or applicants for employment because of sex, race, age, color, disability, marital status, national origin, religion, genetic information, or other category protected by federal, state or local law. Certain positions may require a Level 2 Background check through AHCA. Additional information about this requirement can be found here: Florida Care Provider Background Screening Clearinghouse