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Nicklaus Children's Health System · 1 day ago

Sr Executive Assistant-President & CEO

Miami, FL

Full-time

Onsite

Mid, Senior Level

4+ years exp

Nicklaus Children's Health System is seeking a Senior Executive Assistant to support the President and CEO. The role involves high-level administrative support, project coordination, and supervision of the executive administrative support staff, ensuring efficient operations within a fast-paced environment.

Health CareHospital

Responsibilities

Provides administrative support including preparation and drafts meeting materials, prepares letters, reports, memoranda and project presentation that may contain highly sensitive information and require discretion and judgment when compiling

Receives and screens all visitors and telephone calls for the President and Chief Executive Officer. Answers inquiries concerning activities and operations for department and handles complaints based on knowledge of Hospital Policy

Prepares drafts and/or edits correspondence, budgets and financial reports, and other written materials based upon President’s notes and/or guidance from Executive Services Leader

Provides support to handle public relations events, correspondence and coordinates physician and public interaction at the direction of the Executive Services Leader and/or the CEO and President

Acts as concierge for VIPs. Coordinates medical appointments, walks VIPs them through system and makes sure everything runs smoothly

Takes calls from PBX Operators during night & weekend from physicians and VIPs needing assistance from the President’s Office

Collaborates with the Leadership Team & other contacts to gather data, prepare reports and presentations for internal/external meetings & events

Prepares agendas and takes minutes at senior staff meetings

Demonstrates judgment, discretion, and professionalism in handling sensitive and confidential information

Oversees the day-to-day operations of the executive services team in the Miami-Dade regional locations. Ensures executive administrative support staff are on task, supports issues and challenges as needed in the administrative suites, and is an available resource to support team and the executives as needed

Oversees and manages time and attendance for executive support team ensuring that adequate coverage is provided across the Miami-Dade administrative sites

Conducts regular staff huddles and ensures consistent communication across all team members in all locations. Cascades key organizational messages

Supports the Executive Services Leader with performance reviews. Gathers feedback from executives and offers coaching to team as needed

Participates in organizational leadership development activities such as Game Changers, TME Need to Knows, attends Management Forum, Town Hall, Leadership Kickoff, and contributes as an organizational leader

Provides board support as needed, including taking minutes and performing the functions of a Board Secretary as directed by the CEO and President and/or the Executive Services Leader

Qualification

Microsoft Office SuiteExecutive support experienceConfidential information handlingProject managementCommunication skillsOrganizational skillsCustomer service skillsMeet deadlinesInterpersonal skillsWork independently