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Senior Executive Assistant - Human Resources, Melbourne, Full Time

Company: Health First
Location: Melbourne
Posted on: August 14, 2019

Job Description:

Description:POSITION SUMMARY\:To be fully engaged in providing Quality/No Harm, Customer Experience, and Stewardship by providing administrative support and assistance to the Senior Executive Management Staff. The Senior Executive Assistant is required to maintain high quality work standards and possess the ability to handle confidential information with sensitivity in a highly professional manner. Contributing an array of additional administrative duties, and various support functions, to assist with the achievement of corporate and/or organization goals.PRIMARY ACCOUNTABILITIES\:Quality/No Harm\:? Attends meetings and participates on committees as appropriate. Serves on professional organization boards or committees within Health First and/or at the local, state or national level.? Manages inquiries and requests related to confidential and sensitive corporate information and communications while maintaining a superior diplomatic and a professional and mature approach to business.? Demonstrates a high level of professionalism and positively represents the positions of report at meetings, community events or fundraisers as needed and performs other community relations activities.? Interacts with management staff, board members, medical staff, fellow associates, vendors and other guests in a highly professional manner.? Demonstrates ability to work independently with assertiveness, mediate conflicts, and deal effectively with stressful situations.? May function as the Office Manager responsible for the overall operations and workflow prioritization of the administrative office including supervision of administrative support staff, assisting with completion of evaluations for support staff and the following\:? Assures the smooth operation of the administrative office by ensuring efficient operation and maintenance of office technology, establishing office procedures, catering, prioritizes work to include general administrative duties (i.e., accurate processing of invoices, check requests, filing, faxing, typing letters, agendas and presentations, ordering office supplies/equipment/materials, distributing and/or distribution of mail for administration, and typing and/or data entry into monthly and other reports and forms).? May be responsible for accurately processing and maintaining time and attendance on the Kronos System for area of responsibility.? May schedule, attend, record and maintain minutes for the Board of Director's Committee meetings as needed. Assists with preparation of Board packets (compiling reports, editing for format, content, assembly and timely distribution). Makes appropriate arrangements for catering needs, and cleanup. Completes, distributes and maintains correspondence. Also attends other senior executive meetings and records minutes as requested. Meeting minutes transcribed according to Health First policy.? Manages schedule/calendar for the Executive and ensures scheduling conflicts are resolved in a timely manner.? Assembles materials for reports and meetings.? Maintains and updates file systems and mailing lists for area of responsibility as applicable (administrative and Board files).? Generates correspondence for review on behalf of the Executive, Board members, or other executive team members.? Anticipates assistance needed by identifying challenges, needs, options, and solutions.? Conducts research and administrative support for special projects and assignments by preparing data and providing follow-up and response to inquiries.? Coordinates special events, seminars, marketing, leadership retreats, conferences, luncheons, special programs, Health First workshops, and associate special functions and recognition events.? Negotiates with outside vendors for cost effective corporate travel, catering, office expenses, and general administrative overhead.? Assists and provides support for corporate wide recognition programs, including the Annual? Service Award Banquet. May coordinate and manage the Star Performer of the Quarter celebration, Star Performer of the Year, Team Awards, retirement recognitions and holiday celebrations.? Maintains a clean, neat and professionally organized work area.Customer Experience\:? Serves as a resource to others in the organization and to external customers.? Acts as a role model/mentor to other administrative staff and interacts confidentially and courteously with others.? Performs administrative duties and acts with administrative authority as required.? Handles incoming calls from various parties (e.g., Board members, medical staff, executives, directors, managers, vendors, associates and community). Prioritizes calls and assists callers as appropriate.? Researches issues or complaints which have reached the Executive office and direct to the appropriate department and/or offer recommendation for resolution. Review and respond to patient complaint and compliment letters with in five working days of receiving correspondence.? Proactively makes suggestions to improve process workflow or enhance customer satisfaction for Administration.Stewardship\:? Coordinates travel and conference arrangements for the Executive as needed.? May assist with the budget tracking process (including monthly operating expense report), gathers supporting data for input into budget preparation and monitors monthly expenses to budget.? Other duties as assigned or specified by area of responsibility (e.g. safety and security, etc.).Qualification:QUALIFICATIONS REQUIRED\:? Associate (two year) degree and five years of executive administrative experience OR High School graduate or equivalent and seven years of executive administrative experience required.? Healthcare experience is strongly preferred. Pursuing relevant administrative certifications is also preferred.? High quality work standards and ability to handle confidential information sensitively in a highly professional manner.? Prior success of working in a fast paced, extremely demanding environment while adhering to tight deadlines and strict confidentiality requirements.? Ability to work competently with senior executives and Board members.? Excellent organizational skills and continual attention to detail.? Excellent grammar, spelling and accuracy.? Excellent interpersonal relations and communication (written and verbal) skills.? Excellent organizational and leadership skills.? Highly motivated and able to interact favorably with people and work as a team member.? Presents self in a professional manner.? Executes and maintains notary commission for the corporate office.? Personal computer knowledge necessary with proficiency in electronic mail packages and various computer applications.? Good working knowledge of various types of office equipment.? Knowledge of quality assurance and quality control procedures.? Ability to work flexible hours or work extended hours or weekends to fulfill job duties.? Other requirements as dictated by area of responsibility.PHYSICAL DEMANDS\:? Ability to sit at for long periods of time.? Manual dexterity required for typing and filing.? Visual acuity and hand-eye coordination to perform various tasks.? Ability to speak and articulate clearly.? Ability to work extended hours to fulfill job responsibilitiesMENTAL DEMANDS\:? Ability to solve problem and resolve issues.? Ability to work and maintain composure and positive attitude when addressing adverse issues.? Demonstrates leadership ability, professionalism, flexibility, problem solving/critical thinking skills.? Must be able to efficiently and accurately prioritize and manage multiple tasks or projects simultaneously

Keywords: Health First, Melbourne , Senior Executive Assistant - Human Resources, Melbourne, Full Time, Human Resources , Melbourne, Florida

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