Executive Assistant Lead

Florida Cancer Specialists•Tampa, FL

1d•Hybrid

About The Position

The Executive Assistant Lead overseas administrative staff operations at Corporate Offices (currently Corp 5 and Corp 2) and provides day-to-day leadership for MSO Executive Assistants and Site Ambassadors (Corp5 and Corp 2). The role ensures a concierge-level visitor experience, office readiness and standardized process, while delivering direct executive-level support to designated Executive or Senior Level staff. This position establishes service expectations, runs site operating rhythms, and drives continuous improvement across Executive support, company and office operations. Administrative duties for assigned Executive or Senior staff; serving as the primary contact point for internal and external constituencies. Serves as liaison, organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Executive Assistant Lead will initiate research and analysis for various projects in a fast-paced environment that is mission-driven, results-driven, and goal-oriented. Exercises good judgment in a variety of situations with strong written and verbal communication, administrative and organization skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant Lead will have the ability to work independently on projects, from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Supervisory duties for executive administrative support staff of the Corporate Offices (currently Corp 5 and Corp 2) to include but not limited to, scheduling of office coverage, facilities management, equipment management, Workday, IT, Concur processes and approvals. SOP creation for administrative duties, overseeing the concierge level service for all staff at corporate sites. The position is Hybrid with regular in office presence required for site coverage and Executive support. Executive Assistant Lead is required to source or personally cover Building Ambassador positions when planned time off has been requested by those positions. Mileage and travel expenses will be reimbursed through the Company Travel Policy rules.

Requirements

High school diploma required.
A bachelor’s degree in healthcare or other business administration.
In lieu of a degree, 10+ years of experience is required or the equivalent combination of education and experience.
Valid state Driver’s License for travel to satellite offices and offsite meetings. Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy is required.
Professional healthcare or corporate environment.
10+ years of executive administrative experience supporting senior leaders; healthcare or complex corporate environment, preferred.
3+ years of team leadership / supervision across administrative / front of house functions.
Strong critical thinking skills including problem-solving, analysis, decision-making, planning, time management, and Organization skills.
Must be detail-oriented with the ability to exercise independent judgment.
Developed interpersonal skills, emotional intelligence, diplomacy, and tact.
Strong verbal and written communication and active listener.
Solid time management with the ability to prioritize multiple tasks.
Ability to collaborate across various levels of management, departments, and teams.
Comfortable negotiating problems and exploring solutions with any company stakeholder.
Strong customer service focus.
Effectively manages own time, conflicting priorities, self, stress, and professional development.
Can work effectively in a fast-paced, corporate environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders which could include office sites.
Proficient in MS Office Suite, and Adobe products.
Can work autonomously.
Always maintains confidentiality.

Nice To Haves

Customer service experience highly regarded.
SharePoint knowledge is valuable.

Responsibilities

Executive / Senior Leadership Support Schedule meetings, conference calls, events, and travel.
Prepare and host meetings, material preparation or printing, catering, technology support, and other event preparation items.
Handle confidential material and information and apply appropriate safeguards to that material based on sensitivity.
Obtain approval signature/s for contracts and other Company documents, adhering to the Delegation of Authority Policy and processes.
Return to signed document/s owners or assist with mailing where required.
Collate and produce materials, meeting presentations, memos, charts, tables, graphs, etc. as directed
Conduct research and provide initial analysis for various business projects, reports, and events.
Due diligence when sourcing new vendors, working with Procurement and following Company vendor policies.
Prepare and submit expense reports for self and as an assigned delegate.
Process Workday requests per assigned delegations.
Review incoming correspondence from external sources, and appropriately distribute or upload into Enterprise Risk systems for Company reply.
Actively support senior leaders within the assigned Executive’s downline.
Ad hoc items per leader/s request
Oversee daily office operations; scheduling of Building Ambassadors, front-of-house readiness, visitor handling, shared space management, mail / packages, and supplies.
Oversee daily staffing of “Main Phone Line - Operator” for Company.
Closely partner with facilities management to oversee vendor activity on site via Building Ambassadors.
Jointly support on-site meetings / events with Building Ambassadors (room booking, A/V readiness, catering, signage, restore spaces to professional standard).
Monitor service levels and risks; make necessary adjustments by liaising with Facilities and Safety teams.
Oversee desk and office assignments for sites and update accompanying floor-plans.
Oversee furniture, art or other office equipment purchases or relocations, coordinating closely with Facilities and Building Ambassadors
Monitor visible compliance signage / posters; uphold site safety practices and assist with annual site safety drills alongside Corporate Safety Officer and department leaders.
Lead, coach and develop Ambassadors and Executive Assistants; set coverage schedules; manage goals, check-ins and performance feedback.
Foster a stakeholder-centric, high-service culture across the admin team.
Review and approve administrative system requests per policy.
Build and maintain SOPs, onboarding materials and administrative processes where required.
Lead administrative staff to provide concierge level service for onsite C-Suite and Senior Leadership and provide general office services to all staff at this location, maintaining a high corporate standard.
Lead administrative staff to provide consistent and professional onboarding for new staff at this location.
Lead administrative staff in the management of on-site meetings, including aiding visitors and on-site staff utilizing the meeting room or other amenities.
Lead administrative staff in the upkeep of on-site supplies and resources. Also, ensuring all equipment remains safe and in working order.
Lead administrative staff tasked with facility-based projects, ensuring they’re completed in a timely manner with minimal impact on the work environment at this location.
Address and process Workday requests for each of the administrative staff at this location.
Liaise with the C-Suite or Senior Leaders of each administrative role, to ensure quality of work and service is meeting the business goals of Leader/s.
Timely approval of administrative staff system requests, expenses, IT, and other procurement items.
Perform tasks and projects as assigned; adapt to evolving organizational needs while maintaining compliance and professional standards.
Keep work area and records in a neat and orderly manner.
Maintain all company-supplied equipment in safe and working order.
Always maintain the confidentiality of all patient and employee information.
Maintain files and other records for various projects.

Benefits

Offering competitive salaries and comprehensive benefits packages to include tuition reimbursement, 401-K match, pet and legal insurance.
Medical and Prescription Drug Coverage
Vision & Dental Insurance
Employee Assistance Program (EAP)
Health Savings Account (HSA) & Flexible Spending Accounts
Paid Time Off (PTO)
401(k) Retirement Plan
Life Insurance
Tuition Reimbursement
Disability Insurance
Accident Insurance
Critical Illness
Hospital Indemnity
Pet Insurance
Identity Theft
Legal Insurance