Executive Team Coord I-Administration OB GYN

About the Role This position is responsible for working independently for an AVP, VP, SVP or Chair Executive by providing office support to increase the efficiency and effectiveness of the Executive. Handles a wide variety of situations requiring knowledge of the overall functions of the Executive's area of responsibility with tact and confidentiality. Acts as a central point of contact for other departmental associates and as a liaison for other Executive Team offices. Responds to inquiries and independently represents the Executive in managing internal and external customers. May be responsible for organizational functions such as revision and maintenance of policies and procedures. Typical duties include maintenance of budget records and developing communications on the Executive's behalf. Essential Functions Manages Executive priorities in planning, communication, and coordination of departmental activities. Provides support to subcommittees of the Board of Directors or Florida/Delaware Board of Managers, including selecting and contracting meeting sites and arrangements, preparing agendas with the Chair, ensuring all materials are available, attending and taking minutes, and preparing summary reports for the Chair to present to the full Board. Sets up departmental meetings with appropriate agendas, ensuring relevant parties are included, attendees are informed of pre‑meeting work, and pre‑meeting materials are compiled; follows up as needed. Prepares correspondence and reports for the Executive's signature or for internal and external distribution, and prepares presentations for the Executive and others. Frequently assigned projects that require research, data gathering, and reporting on results, such as participating in strategic management activities. Maintains records for budget and other activities, including purchase orders, accounts payable requests, travel records, and confidential reports; prepares expense reports for travel and meetings. Represents the Executive in interactions with internal customers and external contacts, addresses questions or problems independently, and determines referrals when necessary; keeps the Executive informed of issues. Ensures departmental associates are aware of activities, meetings, policies, and procedures. Arranges travel for the Executive and others as needed and coordinates with other executives as necessary. May supervise clerical/administrative associates, including recruiting, training, coaching, counseling, and disciplining as required. May be responsible for policies and procedures, including writing, revising, communicating, and maintaining records for assigned areas. Performs additional miscellaneous duties and responsibilities as assigned by the supervisor. Job Requirements High School diploma required, Associate degree preferred. 3-5 years of job-related experience required. Minimum of 3 years of administrative assistant experience required. Experience working for Senior Management/Executives highly preferred. Experience supporting faculty and academic appointment process. #J-18808-Ljbffr