Executive Administrative Coordinator

Position is based in Tallahassee, FL

Job posting open until 9/11/26

COMPANY DESCRIPTION

The Florida Hospital Association (FHA), founded in 1927, is the leading voice for health care in Florida, representing more than 200 hospitals and health care systems. Through advocacy, education, and informational services, FHA supports its members in delivering high-quality care to patients across the state. The association is led by President and CEO Mary Mayhew and governed by a Board of Trustees and officers elected by member institutions. More information about FHA and its mission is available at

POSITION SUMMARY

The Executive Administrative Coordinator provides high-level administrative, operational, and program coordination support to two senior leaders of the Association. The position serves as a key resource in managing priorities, coordinating meetings and member-focused initiatives, supporting committees, councils and collaboratives, and facilitating effective communication and follow-through with internal and external stakeholders.

The role supports a broad portfolio of Association priorities, including quality and patient safety, the Patient Safety Organization of Florida (PSOF), managed care, cybersecurity, emergency management, member engagement, and other healthcare-related initiatives.

Serving as a central point of coordination, the Executive Administrative Coordinator manages meeting logistics, communications, documentation, executive correspondence, member information, project tracking, and follow-up. The position regularly interacts with hospital and health system leaders, Association members, external partners, and other stakeholders and requires professionalism, discretion, sound judgment, initiative, and the ability to manage multiple priorities in a fast-paced, member-driven environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides high-level administrative, operational, and program coordination support to two senior leaders, helping ensure priorities, initiatives, meetings, and member engagements are executed effectively and efficiently.
• Coordinates calendars, meetings, conference calls, stakeholder convenings, and other scheduling and logistical needs for assigned senior leaders, as appropriate.
• Anticipates administrative and logistical needs associated with meetings, projects, deadlines, member activities, and Association initiatives.
• Coordinates meetings, committees, councils, collaboratives, and workgroups, including scheduling, agenda and materials preparation, communications, logistics, documentation, resource distribution, and post-meeting action tracking.
• Prepares and coordinates agendas, briefing materials, presentations, correspondence, reports, and other materials in support of senior leadership and Association initiatives.
• Tracks commitments, action items, deadlines, and deliverables associated with assigned projects, meetings, and initiatives and assists with appropriate follow-up.
• Coordinates onboarding and ongoing engagement of committee, council, collaborative, and workgroup members to support effective participation and member engagement.
• Serves as a professional point of contact and liaison among assigned senior leaders, Association members, hospital and health system executives, committee members, external partners, vendors, and other stakeholders.
• Supports statewide emergency management coordination efforts, including meeting and call logistics, situational communications, documentation, and resource sharing.
• Drafts and edits executive correspondence, governance communications, member communications, presentations, reports, and other materials with a high degree of accuracy and professionalism.
• Assists in the development and dissemination of newsletters, updates, toolkits, resources, and other member communications.
• Maintains sensitive and confidential information and exercises appropriate judgment and discretion in handling executive, member, and organizational matters.
• Coordinates special projects and cross-functional initiatives as assigned, working collaboratively with staff across the Association.
• Develops presentations, reports, correspondence, and other materials utilizing Microsoft Office, Adobe, and other applicable applications.
• Maintains accurate member and stakeholder information across applicable systems by monitoring communications, updating records, and coordinating with members and staff to confirm current information.
• Manages assigned ListServs and other member communication lists, including adding and removing members and maintaining accurate distribution information.
• Manages multiple assignments and projects simultaneously, exercising initiative, sound judgment, strong organizational skills, and attention to detail.
• Identifies opportunities to improve administrative processes, coordination, information flow, and follow-up.
• Provides additional administrative, operational, and program support in furtherance of Association priorities.
• Performs other duties and special projects as assigned.

MINIMUM QUALIFICATIONS AND SKILLS

Required

• Minimum of four (4) years of progressively responsible professional administrative, executive support, program coordination, association, healthcare, or related experience.
• Associate degree or higher preferred; an equivalent combination of education and relevant professional experience will be considered.
• Demonstrated ability to provide high-level administrative and operational support to senior-level professionals.
• Strong organizational and project coordination skills with the ability to manage multiple priorities, deadlines, meetings, and ongoing initiatives simultaneously.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence and communications.
• Strong attention to detail and demonstrated commitment to accuracy, organization, and follow-through.
• Ability to work independently, exercise sound judgment, take initiative, anticipate needs, and appropriately prioritize competing demands.
• Professional discretion and demonstrated ability to appropriately handle confidential and sensitive information.
• Strong interpersonal skills and the ability to establish effective working relationships with executives, members, colleagues, and external stakeholders.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Preferred

• Experience working in healthcare, a hospital or health system, healthcare association, professional or trade association, or other healthcare-related organization.
• Familiarity with healthcare terminology, hospital operations, healthcare policy, quality and patient safety, or other healthcare industry issues.
• Experience providing administrative or operational support to senior executives or multiple senior-level professionals.
• Experience coordinating committees, councils, boards, workgroups, member programs, or other stakeholder groups.
• Experience working in a member-driven, association, nonprofit, or professional services environment.
• Experience with membership databases, email distribution platforms, ListServs, or similar communication and information-management systems.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational, planning, project coordination, and time-management abilities.
• Excellent attention to detail and ability to maintain accuracy while managing multiple assignments and priorities.
• Strong critical-thinking and problem-solving skills.
• Ability to anticipate needs, identify issues, recommend solutions, and take appropriate initiative.
• Excellent interpersonal skills and ability to build collaborative relationships across teams and with external stakeholders.
• Ability to communicate effectively and professionally with hospital and health system executives, Association members, internal staff, and external partners.
• Ability to synthesize information and prepare clear, concise, and professional correspondence, meeting materials, reports, presentations, and communications.
• Ability to work independently while collaborating effectively across departments.
• Ability to exercise sound judgment and manage competing priorities in a fast-paced environment.
• Professional discretion and ability to maintain confidentiality.
• Initiative, adaptability, responsiveness, and a proactive approach to problem-solving.
• Strong customer-service and member-service orientation.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently.

Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.