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Executive Administrative Assistant


Position Control #




Role and Responsibilities:

  • Provides complex and varied administrative and secretarial support to the Chief Executive Officer and Board of Directors.
  • Acts as recording secretary for the Board of Directors. Attends all Board meetings and is responsible for recording and typing minutes, as well as, preparing and mailing Board packets to Board members in a timely manner for review prior to meeting. Responsible for notifying committee members of upcoming meetings.
  • Manages accurate records for attendance, tenure, travel, and committees of the Board of Directors on a monthly basis.
  • Acts as recording secretary for the monthly Administrative Staff meeting and maintains accurate records. Prepare agendas and minutes for distribution in a timely manner for review.
  • Oversees all patient discharge requests from centers, as well as reinstatement of patients as required. Maintain accurate patient discharge files in a secured location.
  • Responsible for processing, arranging, and monitoring all employee corporate-wide travel, including the Board of Directors. Reviews, processes, and submits to Accounts Payable, all travel expenses for reimbursement.
  • Manages CME travel tracking, monitoring, and ensuring proper reimbursement as outlined in each provider’s contract.
  • Responsible for maintaining electronic files for Employee Health and OSHA, and maintain files and notify center managers of overdue items.
  • Processes all incoming U.S. mail and interoffice mail.
  • Maintains corporate general correspondence files.
  • Performs as corporate receptionist by greeting visitors, answering telephone calls, etc.
  • Assist with annual fundraising activities (Employee Awards Banquet, holiday baskets, dinners, etc.)
  • Filing as needed.
  • Review newspapers for relevant articles.
  • Assist with tracking Jean funds on a regular basis.
  • Maintains corporate general correspondence files for CEO.
  • Management to Risk Management Report for DQI, and Reportable Diseases for DON.
  • Acts as Notary Public for organization.
  • Monitor and maintain center meeting minutes on a monthly basis. Report to CAO any non- compliance in a timely manner.
  • Schedules and develops agendas for Center Management and Key Personnel training, when applicable.
  • Coordinates travel arrangements, i.e., airline, hotel, etc., for recruitment of key personnel.
  • Develop complex forms and tracking systems for other departments when requested.
  • Maintains office equipment, i.e., fax machine, postage machine, etc., when needed. Tasks may include re-ordering postage when needed, performing inspections, etc.
  • Prepares birthday cards for all staff on a monthly basis for the CEO’s signature.
  • Ensures that all Centers and Senior Management nominate an Employee of the Quarter on a timely basis. Prepares certificates for all Employees of the Quarter for the Director of Program Development’s review and CEO’s signature. Enters recipients of award into database.

Minimal Education and Work Experience:

  • High School Graduate
  • Five (5) years of administrative experience in a corporate environment for executive personnel.

Minimal Skills and Abilities Required:

  • Computer literate with at least five (5) years experience in Office, including Word, Publisher, PowerPoint, Visio, Outlook, Adobe Acrobat & Reader, Adobe PageMaker, and Lotus 1-2-3.
  • Office equipment literate, including teleconferencing equipment, projectors, Dictaphones, copy machines, fax machines, and postage machines.
  • Ability to maintain high degree of confidentiality.
  • Ability to work independently and as a team player.
  • Ability to multi-task and maintain organization in a fast-paced environment.
  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.
  • Ability to manage change in an organization re-engineering its culture and approach to workload management.
  • Experience or knowledge of basic business acumen, ability to quickly learn the business expected.
  • Must be flexible with work hours.
  • Valid Florida Driver’s License and has reliable/accessible transportation.

Additional Notes

This job description is not intended to be all-inclusive, and employee will also perform other reasonable related business duties as assigned by supervisor.

* This organization reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.

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Accepted file types: pdf, Max. file size: 8 MB.