Executive Assistant
AdventHealth · Fort Worth, TX
- On site
- Full-time
- $86,000 / year
- Fort Worth, TX
Job highlights
- Manage executive calendar and communications.
- Handle invoices, expenses, and office supplies.
- Develop presentations and departmental reports.
- Support budgeting and strategic planning.
- Require strong organizational and communication skills.
About the role
About AdventHealth's Promise
Joining AdventHealth means becoming part of a community dedicated to the wholeness of each person, serving to uplift others in body, mind, and spirit. It's a place to thrive professionally and grow spiritually by Extending the Healing Ministry of Christ. You'll be valued for your unique experiences, and together, we are even better.
Benefits and Perks
- Benefits from Day One: Medical, Dental, Vision Insurance, Life Insurance, Disability Insurance
- Paid Time Off from Day One
- 403-B Retirement Plan
- 4 Weeks 100% Paid Parental Leave
- Career Development
- Whole Person Well-being Resources
- Mental Health Resources and Support
- Pet Benefits
Job Details
Schedule: Full time
Shift: Day
Location: 5600 Clearfork Main St, Fort Worth, Texas 76109
Responsibilities
- Coordinate and maintain the Executive calendar for meetings and appointments.
- Manage all communications for the Executive and the department, including written correspondence and telephone contacts.
- Field departmental phone calls, provide troubleshooting, route callers appropriately, screen department mail, reduce paper flow, and manage follow-up correspondence.
- Maintain the department invoice process: receiving, validating, filing, and processing invoices for payment.
- Prepare monthly expense reports.
- Maintain department supplies and order necessary supplies.
- Assist the Executive and department with developing PowerPoint presentations and making minor changes to graphic files.
- Develop and maintain Excel files for departmental reporting.
- Attend departmental meetings, take minutes, transcribe, and prepare documentation as needed.
- Manage the department’s electronic filing system.
- Assist with managing project assignments for the department as needed.
- Assist with developing the annual operating budgets and support the strategic planning process.
- Represent the department on cross-functional teams and task forces within the hospital and at community events.
- Perform other duties as assigned.
Required Skills and Abilities
- Proficient with computer programs: PowerPoint, Excel, and Word.
- Effective interpersonal skills for communicating with all levels of management and outside vendors.
- Strong organizational skills, attention to detail, and ability to multitask.
- Ability to handle sensitive and confidential data.
- Ability to work independently or in a team environment.
- Good math skills for understanding and working with spreadsheets.
- Professional interactions with all levels of internal and external customers.
- Excellent verbal and written communication skills.
Preferred Skills and Abilities
- Visio proficiency.
- Proficiency with all other Microsoft applications.
- Strong math skills.
- Analytical and critical-thinking skills.
- Executive clerical support training.
Education
- High School Graduate or Equivalent (Required)
- Associate's Degree in Business or related field (Preferred)
- Bachelor's Degree in Business or related field (Preferred)
Work Experience
- 5+ years of secretarial/administrative experience (Required)
- 2+ years of experience in an assigned department or a medical/hospital related environment (Preferred)
- Prior administrative support for an executive/C-Suite level (Preferred)
- Prior clerical support for an executive or marketing executive (Preferred)
Licenses and Certifications
- Driver's License (Preferred)
- Notary Public (Preferred)
Key Skills/Competency
- Executive Assistant
- Calendar Management
- Communication Skills
- Organizational Skills
- Attention to Detail
- Microsoft Office Suite
- PowerPoint
- Excel
- Time Management
- Confidentiality
Skills & topics
- Executive Assistant
- Administrative Assistant
- Secretary
- Office Management
- Calendar Management
- Executive Support
- Microsoft Office
- PowerPoint
- Excel
- Healthcare Administration
How to get hired
- Tailor your resume: Highlight 5+ years of administrative experience and any executive/C-suite support.
- Showcase software skills: Emphasize proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and any Visio experience.
- Demonstrate soft skills: Prepare examples of your organizational, communication, multitasking, and confidentiality abilities.
- Research AdventHealth: Understand their mission and values to align your application and interview responses.
- Prepare for questions: Be ready to discuss your experience with handling sensitive data and working independently or in teams.
Technical preparation
Master Microsoft Office Suite (Word, Excel, PowerPoint).,Practice creating professional presentations.,Develop spreadsheet skills for reporting.,Familiarize with electronic filing systems.
Behavioral questions
How do you prioritize tasks?,Describe handling confidential information.,How do you manage multiple demands?,Give an example of excellent communication.
Frequently asked questions
- What are the key responsibilities for an Executive Assistant at AdventHealth?
- As an Executive Assistant at AdventHealth, you will be responsible for managing the executive's calendar, handling communications, processing invoices and expenses, preparing reports and presentations, maintaining office supplies, and supporting departmental projects and budgeting. You'll also represent the department in various settings.
- What software proficiency is required for the Executive Assistant role at AdventHealth?
- The role requires proficiency in Microsoft Word, Excel, and PowerPoint. Experience with Visio and other Microsoft applications is preferred. Strong math skills for working with spreadsheets are also essential.
- What level of experience is needed to be considered for the Executive Assistant position?
- A minimum of 5 years of secretarial/administrative experience is required. While not mandatory, prior experience supporting an executive/C-suite level or in a medical/hospital environment is preferred.
- Does AdventHealth offer benefits for this Executive Assistant position?
- Yes, AdventHealth offers comprehensive benefits from day one, including medical, dental, vision, life, and disability insurance. They also provide paid time off, a 403-B retirement plan, paid parental leave, and resources for career development and well-being.
- What kind of work environment can I expect as an Executive Assistant at AdventHealth?
- You can expect a purpose-driven environment focused on the wholeness of each person, extending the healing ministry of Christ. The role requires strong interpersonal and professional interaction skills with all levels of internal and external customers.
- Is there a specific educational background preferred for the Executive Assistant role?
- While a High School Diploma or equivalent is required, an Associate's or Bachelor's degree in Business or a related field is preferred. This indicates a preference for candidates with a foundational understanding of business operations.
- How important are communication skills for this Executive Assistant job?
- Excellent verbal and written communication skills are crucial for this Executive Assistant role. You will be managing communications for the executive and department, requiring clear and effective interaction with various stakeholders.
- What are the key 'must-have' traits for an AdventHealth Executive Assistant?
- Key traits include strong organizational skills, keen attention to detail, the ability to multitask effectively, and the capacity to handle sensitive and confidential information with discretion.