Executive Assistant - USFTGP UMSA Clinical Operations

Tampa General Hospital•Tampa, FL

About The Position

The Executive Assistant provides high-level administrative support to the Sr. Vice President and executive leadership of USFTGP, helping coordinate operations and strategic initiatives. The role performs advanced administrative and secretarial duties, manages executive correspondence, conducts research, processes administrative referrals, and supports public relations activities. It develops, organizes, and oversees project and program procedures from initiation through completion and serves as a liaison among executive leadership, senior management, staff, and internal and external stakeholders. The position supervises the daily operations of the USFTGP Administrative Office, handles sensitive and confidential information with discretion, and upholds USFTGP’s mission, vision, and values. It also prepares reports and briefing materials, supports executive-level initiatives and special projects, and assists with collecting, organizing, and analyzing data for decision-making.

Requirements

Associate’s degree in Business Administration, Healthcare Administration, Communications, or a related field.
Minimum of seven years of progressive administrative support experience.
Proficiency with MS Office, including Word and Excel.
Expertise in managing complex schedules, preparing executive-level correspondence, coordinating projects, and maintaining administrative-office operational efficiency.
Clear and professional verbal and written communication skills, with the ability to interact with executive leadership, staff, and external stakeholders using discretion and diplomacy.
Ability to handle sensitive information responsibly, maintain strict confidentiality, and exercise sound judgment.
Proficiency in developing, implementing, and tracking project procedures and ensuring deadlines and deliverables are met accurately.
Skill in supervising daily office operations, supporting staff workflow, and coordinating tasks to maintain productivity and departmental alignment.
Ability to research information, prepare reports, analyze data, and provide organized administrative referrals or recommendations to executive leadership.

Responsibilities

Provide comprehensive administrative support to the Sr. Vice President, including managing calendars, coordinating meetings, preparing correspondence, and handling executive requests.
Perform advanced secretarial duties, including drafting complex documents, preparing presentations, maintaining filing systems, and processing high-level communications.
Conduct administrative research, process administrative referrals, support public relations, and prepare executive materials.
Serve as a liaison between the Sr. Vice President, senior leadership, staff, and external partners to ensure timely and accurate communication and coordination.
Develop, implement, and manage procedures for assigned projects and programs from initiation through completion.
Supervise daily operations of the USFTGP Administrative Office, including workflow, task delegation, and resource coordination.
Handle confidential and sensitive information with discretion and adhere to organizational policies and privacy standards.
Prepare reports, summaries, and briefing materials for executive review; assist with collecting, organizing, and analyzing data for decision-making.
Support executive-level initiatives, special projects, and organizational priorities as assigned by the Sr. Vice President or other senior leaders.
Represent the executive office professionally and promote a positive and collaborative work environment in keeping with USFTGP’s mission, vision, and values.