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Executive Assistant in Sunrise, Florida, US at TeamHealth

Date Posted: 1/5/2021

Job Snapshot

Job Description

JOB OVERVIEW
This position provides complex administrative support to the service line President, Regional Medical Directors, Vice Presidents of Operations and/or other leaders as assigned.


ESSENTIAL FUNCTIONS
- Serves as the departmental control point for the President; including acting as first point of contact for incoming callers, interacting with management and staff of Team Health, business units, hospitals and others by telephone, written correspondence and in person.

- Performs office management functions by organizing and directing the daily departmental administrative flow, including telephone requests, files management and maintenance, and calendar maintenance. Coordinates and processes incoming mail and related activities (including prioritization and completing as much as possible before interaction with management). Maintains confidentiality of TeamHealth office activities.

- Coordinates and completes various projects such as reviewing and preparing reports, spreadsheets, financial and accounting information and provides an executive overview to synopsize data and summarize key concepts.

- Contributes ideas and suggestions relevant to collecting and/or analyzing data, preparing and/or reviewing information for executive or senior management.

- Coordinates travel arrangements and related needs for management. Processes travel reimbursement.

- Transcribes and proofs letters, memos, minutes, reports, etc., in Microsoft Word. Writes and sends correspondence on own initiative. Creates documents for management as needed. Distributes upon approval. Maintains transcription log and file copies of all correspondence.

- Coordinates on-site and off-site meetings (including conference arrangements, materials, lunches, etc.) as appropriate.

- Coordinates the preparation, mailing, monitoring, and distribution of monthly report requests.

- Researches printed materials for pertinent information on healthcare.

- Prepares presentation materials for meetings (including handouts, PowerPoint
presentations, etc.).

- Completes a wide variety of special projects, including securing medical library requests.

- Other duties as assigned.

 

Job Requirements

PHYSICAL AND ENVIRONMENTAL DEMANDS

- Job performed in a well-lit, modern office setting;

- Occasional lifting/carrying (10 pounds or less);

- Occasional bending/stooping/reaching/pulling;

- Moderate stress;

- Prolonged sitting;

- Prolonged work on a PC/Computer.

This position may require manual dexterity and/or frequent use of the computer, telephone, 10-key, calculator, office machines (copier, scanner, fax) and/or the ability to perform repetitive motions and/or meet production standards to comply with the essential functions. Also, may require physical and/or mental stamina to work overtime, additional hours beyond a regular schedule and/or more than five days per week.

JOB QUALIFICATIONS

- Bachelor’s degree or related work experience;

- Three to five years of administrative experience, preferably in an executive
management capacity;

- Advanced computer proficiency (Word, Excel, PowerPoint and Internet research);

- Working knowledge of accounting and financial concepts;

- Strong analytical skills;

- Excellent communication skills (verbal and written, with emphasis on grammatical skills);

- Excellent interpersonal skills;

- Excellent organizational skills;

- Strong problem-solving and decision-making skills;

- Ability to work with minimal direction/supervision;

- Ability to handle confidential information;

- Ability to work on multiple tasks/deadlines;

- Professional demeanor and behavior.

Cooperative, positive, courteous and professional behavior and conduct is an essential function of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with co-workers, peers and management without exhibiting behavior extremes. Job functions may require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others as well as responding appropriately to job performance feedback from the supervisor. Additionally, the information contained in this job description has been designated to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.