Responsible for advanced administrative work reporting to VP/SVP level executive. Performs a variety of advance clerical, administrative, and special projects for the SVPs/VPs and utilizes a variety of office skills along with the ability to exercise good judgment in a variety of situations with strong written and verbal communication, administrative, and organizational skills. Able to maintain a balance among multiple priorities. Works independently on projects and activities from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion and judgment, while working in a results-oriented and fast-paced environment.
Job Specific Duties
Plans, coordinates, and ensures the executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role for direct access to the executive's time and office.
Communicates directly and on behalf of the executives with internal staff and associates, business partners, and other 3rd parties on matters related to executive's initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the executive's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff, leaders, and staff.
Works closely and effectively with the executive to keep him/her well informed of upcoming commitments, responsibilities, and following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated.
Handle day-to-day operations and specific tasks in a fast-paced environment with a high level of professionalism and attention to detail.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive's ability to effectively lead.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion often with deadline pressures.
Maintains discretion and confidentiality regarding any relationships, discussions, and material that the Executive Assistant is privy to.
Coordinates travel for executives. May also arrange travel schedules, transportation, and overnight accommodations.
Works closely with Talent Management to coordinates recruiting and agenda for physician, senior leaders, and executives that are being recruited to NCHS. Ensure an excellent experience and impression of NCHS in all aspects of their visit.
Prepares standard and routine reports, presentations, memorandums, letters, meeting agendas, and minutes of meeting using software applications such as word processing, spreadsheets, graphics, charts, and databases. Assist in formatting and proof reading of business documents, internal and external reports.
Arrange internal meetings with leadership and plan quarterly and annual review meetings. Develop itineraries and agendas and interact directly with other leaders and executives for scheduling and other needs.
Execute projects and special assignments by establishing objectives, determining priorities, and managing timelines. Create status reports and general tracking mechanisms to ensure achievement of objectives through a detailed approach to task execution.
Minimum Job Requirements
Associate's Degree or equivalent training/experience
3-5 years experience in supporting Executive level positions
2-4 years prior experience in an office setting
Knowledge, Skills, and Abilities
Bachelor degree preferred.
Bi-lingual (English and Spanish) preferred.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Database managements skills and technologically savvy.
Excellent organization and follow up skills.
Resourceful, proactive, and detail-oriented.
Ability to work well under pressure, adapt to changing responsibilities, and multiple assignments.
Ability to exercise proper judgment to assess priorities.
Excellent written and verbal skills.
Demonstrated proactive approach to problem-solving with strong decision-making capability.
Handle sensitive tasks and documents with complete confidentiality and discretion.
Primary Location :
Florida-Miami-Nicklaus Children's Hospital - Main Hospital Campus
Nicklaus Children’s Health System, is the region’s only healthcare system exclusively for children. In addition to Nicklaus Children’s Hospital and a growing number of outpatient centers located throughout the tri-county area, the health system includes Nicklaus Children’s Hospital Foundation, the organization’s fundraising arm; Nicklaus Children's Pediatric Specialists, a nonprofit physician practice subsidiary; a management services organization, and an ambulatory surgery center. Our vision is to be where the children are. Ultimately, this means being there through all stages of health and life, both physically and emotionally. To be a trusted partner to children and their families, not only in times of illness, but throughout their life journey. Our mission is to inspire hope and promote lifelong health by providing the best care to every child.