Executive Assistant-Managed Care

Mount Sinai Medical Center of Florida•Hialeah, FL

About The Position

The Executive Assistant supports day-to-day executive operations for the Vice President of Managed Care, Population Health, and PACE. The role coordinates meetings and communications, prepares materials and follow-up documentation, and maintains organized tracking tools, logs, calendars, and reference materials across the departments. It also helps gather and compile information for executive review, reporting, meeting preparation, and project follow-up, while tracking deadlines and deliverables and supporting coordination among departments and stakeholders.

Requirements

A minimum of five years of experience in an executive office, administrative support, healthcare operations, or a related setting.
Experience supporting senior leaders and coordinating complex initiatives involving multiple departments and stakeholders.
Advanced proficiency in Microsoft Office applications, including Outlook, Excel, PowerPoint, Word, Teams, and OneNote.

Nice To Haves

Two years of college or equivalent preferred.

Responsibilities

Provide high-level administrative support and assistance to the Vice President of Managed Care, Population Health, and PACE.
Answer telephone calls, coordinate conference calls, and prioritize or route communications based on importance and urgency.
Schedule and coordinate meetings, maintain the Vice President’s calendar, prioritize incoming requests, and adjust the calendar as needed.
Prepare agendas, presentation materials, correspondence, memoranda, reports, meeting minutes, and follow-up documentation.
Review incoming communications and memoranda, determine their importance, and summarize or distribute information.
Initiate work repair orders, telephone requests, and IT orders, and coordinate with appropriate departments regarding completion status.
Prepare check requests and purchase requests, obtain necessary approvals and account coding, maintain invoice tracking spreadsheets, and coordinate with Accounts Payable and vendors to resolve related issues.
Monitor and maintain adequate levels of office and departmental supplies.
Identify opportunities to streamline administrative processes and improve workflow.
Establish and maintain effective interpersonal relationships with co-workers, hospital departments, hospital leadership, and other stakeholders.
Maintain and update departmental tracking tools, logs, calendars, matrices, and follow-up lists.
Gather, organize, and compile information from department leaders and stakeholders for executive review, reporting, meeting preparation, and project follow-up.
Maintain organized repositories of departmental reference materials, including contracts, policies, reports, presentations, dashboards, regulatory materials, and meeting documents.
Track open items, deadlines, deliverables, and pending requests across departmental initiatives, escalating gaps or delays as appropriate.
Support cross-department coordination by organizing information, documenting decisions, and maintaining visibility into follow-up items across Managed Care, Population Health, and PACE.
Perform other related duties as assigned.