Executive Office Administrator

Executive Office Administrator

Miami, FL Full-Time

The Executive Office Administrator provides administrative and clerical support to Senior Leaders at Jackson Health System. Oversees the coordination of activities, functions, meetings, agenda preparation and distribution, minutes and obtaining authorizing signatures. Maintains effective communications and working relationships in support of the Trusts philosophy and mission statement. The Executive Office Administrator is responsible for the management of high-visibility strategic communications projects that span the broader organization, and will establish collaborative relationships with VPs. Directors, consultants and vendors as required by specific projects.

Responsibilities

• Manages customer service, account payable, purchasing and office operations.
• Arranges for and attends conferences, serves as recording secretary, takes minutes and prepared reports.
• Assists in the preparation of department budget, ensures compliance with applicable restrictions, and make recommendations for cost reduction.
• Performs research to compile data for special reports.
• Develops business strategies and supervises critical path activities to troubleshoot or escalate problems.
• Acts as liaison to department and external sources as needed to ensure business operations run smoothly.
• Monitors assigned projects continually in terms of the timeline, costs, and overall quality.
• Facilitates communication between all parties involved in an implementation to ensure that the teams are effectively working together.
• Facilitates the resolution of issues within the framework of the project team and escalates major issues to executive leadership.
• Performs executive secretarial duties for an assigned Executive Leader.
• Delivers formal presentations and project updates to leadership groups and committees.
• Conducts briefings, demonstrations, surveys and evaluations.
• Participates in continuing quality improvement activities to insure continuous improvement of services provided.
• Educates executives, senior management, business owners, and staff on the public perceptions of Jackson strategies, projects, and initiatives.
• Provides leadership and serves as a role model for unified, aligned, and coordinated communications.
• Convenes and engages stakeholders across department lines to create multidisciplinary solutions.
• Develops consensus on tasks and deadlines, and supports the enforcement of project timelines.
• Ensures that report deadlines are met and that all information distributed is completed.
• Performs all other related job duties as assigned.

• Generally requires 5 to 7 years of related experience.

• Bachelor's degree in related field is preferred.

Ability to analyze, organize and prioritize work accurately while meeting multiple deadlines. Ability to communicate effectively in both oral and written form. Ability to handle difficult and stressful situations with critical thinking and professional composure. Ability to understand and follow instructions. Ability to exercise sound and independent judgment. Knowledge and skill in use of job appropriate technology and software applications.

Valid license or certification is required as needed, based on the job or specialty.

Physical Requirements - Job function is sedentary in nature and requires sitting for extended periods of time. Function may require frequent standing or walking. Must be able to lift or carry objects weighing up to 20 pounds. Jobs in this group are required to have close visual acuity to perform activities such as: extended use of computers, preparing and analyzing data and analytics, and other components of a typical office environment. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC). Environmental Conditions - Jobs in this group are required to function in a fast paced environment with occasional high pressure or emergent and stressful situations. Frequent interaction with a diverse population including team members, providers, patients, insurance companies and other members of the public. Function is subject to inside environmental conditions, with occasional outdoor exposures. Possible exposure to various environments such as: communicable diseases, toxic substances, medicinal preparations and other conditions common to a hospital and medical office environment. May wear Personal Protective Equipment (PPE) such as gloves or a mask when exposed to hospital environment outside of office. Reasonable accommodations can be made to enable people with disabilities to perform the described essential functions. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC).