Executive Assistant
Pancare of Florida•Panama City, FL
•Onsite
About The Position
At PanCare of Florida, our mission is to bring quality healthcare to underserved communities. We believe that compassionate, dedicated healthcare professionals are essential to fulfilling this promise. PanCare of Florida is seeking a friendly and detailed-orientated Executive Assistant to join our team. In this role, the Executive Assistant will provide a high level of administrative and organizational support for the Chief Executive Officer and Executive Team. This position is onsite at our Panama City Corporate office.
Requirements
- At least 3 years of progressively responsible administrative experience
- At least 3 years of supporting Senior Leaders and/or Executives
- At least 1 year of managing calendars, travel, meetings, correspondence, and confidential information
- Excellent customer service, telephone, verbal, and written communication skills
Nice To Haves
- Associate degree in Business Administration, Office Administration or a related field
- At least 5 years of supporting administrative experience
- Experience supporting a Board of Directors or governing body
- Experience in a healthcare, nonprofit, or community-based organization
Responsibilities
- Provide administrative support to the CEO and Executive Team, with assignments from the CEO receiving first priority.
- Coordinate administrative support for the CEO at their direction, including scheduling, correspondence, meeting preparation, document management, and follow-up activities.
- Serve as the primary receptionist for the Corporate Office by greeting visitors, determining the purpose of visits, notifying appropriate staff, and maintaining a professional reception area.
- Assist with planning and coordinating company events, executive meetings, Board functions, employee activities, and other organizational events, including scheduling, venue coordination, catering, supplies, communications, registration, setup, and follow-up.
- Answer, screen, and route incoming telephone calls; provide general organizational information and accurately document messages.
- Coordinate Board meetings, prepare and distribute Board packages, maintain Board-related records, and assist with meeting logistics and follow-up.
- Arrange executive travel, lodging, itineraries, registrations, and expense reimbursement documentation.
- Monitor executive correspondence and assist with drafting routine communications at the direction of the CEO or other executives.
- Receive, date-stamp, sort, and distribute incoming mail, packages, deliveries, and time-sensitive documents.
- Coordinate outgoing mail, courier services, and shipping needs.
- Monitor and order Corporate Office supplies and maintain appropriate inventory levels.
- Coordinate conference-room schedules, meeting-room readiness, and general Corporate Office administrative needs.
- Maintain visitor logs and follow applicable building access, confidentiality, and security procedures.
- Coordinate reception coverage with designated backup staff when attending meetings, assisting executives away from the reception area, or taking scheduled breaks.
- Maintain strict confidentiality regarding Board, executive, employee, patient, financial, legal, and organizational matters.
- Perform other duties as assigned to support business operations.
Benefits
- medical, dental, and vision insurance
- 14 paid holidays
- 3 weeks of paid vacation per year
- 403(b) plan with a 6% employer match
- 3% base employer contribution
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
