Executive Assistant

Pay Rate: 22-24 per hour

Temp to perm for the right person

Location: AH Support Center 893 Hope Way Altamonte Springs, FL 32714

Will be supporting a group of VP and higher executives. Must have a minimum of 5 years of C-level support. Previous Healthcare experience. MS Office, all applications but mostly Teams and Calendar.

GENERAL SUMMARY:

The administrative assistant provides the support necessary for Employee Services to meet the day-to-day functions of the department. The handling of confidential information is part of daily responsibilities. The administrative assistant enhances director's effectiveness by providing director support; appointment scheduling; document preparation and distribution; travel planning and communication with leadership, outside vendor coordination for onsite visits as needed, calendar support, catering, party planning & support, and equipment management. and special projects as

assigned by leadership. Requires a high school diploma or equivalent and two years minimum in an admin role.

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT

•Maintains and updates Outlook with current information, including distribution lists

•Responsible for the department's daily mail pick-up and distribution, FedEx shipments and certified mail. Tracks all

requests electronically to insure accurate delivery/completion.

•Maintains department inventory of office supplies and equipment, including purchase orders and check request

Equipment management, ordering and new hire access requests

catering

Calendar support for director

Party planning with teams

APPOINTMENT SCHEDULING

•Schedules and maintains director's calendars

•Provides necessary logistics for meetings (internal and external) such as agenda, facilities and catering,

accommodations and technical equipment

DOCUMENT PREPARATION AND DISTRIBUTION

•Ensure all correspondence and documents have a professional appearance and organized in a clear, concise and

professional manner with correct grammar, punctuation and spelling

TRAVEL PLANNING

•Makes travel arrangements for assigned directors and coordinates schedule.

•Completes expense reports for directors in a timely manner. Ensures expense reports are copied and turned into

accounting for processing.

COMMUNICATION

•Manages difficult and demanding situations timely with tact and calmness

•Communicates with staff, leadership with professionally and timely

•Clearly represents self and the organization in a professional, courteous manner

•Directs incoming communications according to director's schedule and priorities

•Deals discretely and appropriately with confidential information as needed as a HR admin support resource

KNOWLEDGE AND SKILLS REQUIRED:

•Windows Applications: Microsoft Outlook and other office applications, such as, Word and Excel as needed by the

department

•Basic Computer navigation skills

KNOWLEDGE AND EXPERIENCE PREFERRED:

•Online expense reimbursement system such as concur

•Demonstrates ability to adapt to new situations and responsibilities

•Demonstrates problem solving skills

EDUCATION AND EXPERIENCE REQUIRED:

High School Grad or Equiv and 2+ years experience

EDUCATION AND EXPERIENCE:

REQUIRED:

•High school diploma or equivalent

•2 years minimum experience in a secretarial role.