Executive Assistant | Administration | Day | Full-Time

UF Health • Jacksonville, FL

2d

About The Position

Performs advanced, diversified, and confidential secretarial and administrative duties for hospital executive management, requiring broad experience and knowledge of organizational policies and practices. Functions as a private secretary and handles confidential matters. Coordinates the workflow and schedules of other executive administrative support personnel, including scheduling, time off, meal periods, and breaks.

Manages complex, high-volume calendars for the CMO and CFO, proactively resolving conflicts and reprioritizing as demands change. Uses approved AI productivity tools to summarize meetings and data, prepare briefing materials, and streamline routine workflows. Triages email, calls, and requests, routing issues appropriately and flagging time-sensitive matters. Prepares meeting agendas, pre-reads, and presentations; records action items and follows up on deliverables. Handles sensitive peer review, credentialing, personnel, financial, and protected health information with discretion and HIPAA compliance, and professionally represents the CMO and CFO offices to internal and external partners.

This is a full-time, Monday–Friday position scheduled from 7:00 a.m. to 3:30 p.m., with occasional flexibility for early board meetings or urgent issues.

Requirements

• At least 3–5 years of experience at an Executive Assistant level or providing support to executive leadership.
• High school diploma.
• Ability to work with minimal supervision and handle multiple tasks simultaneously.
• Typing speed of 55–60 correct words per minute.
• Proficiency with Microsoft Office products, including Word, Excel, and PowerPoint, and working knowledge of Microsoft Outlook or a comparable system.
• Ability to perform shorthand/speedwriting and transcription as required.
• Strong interpersonal and customer service skills.
• Highly organized, detail-oriented, and able to anticipate needs.
• Handle sensitive information with discretion and full HIPAA compliance.

Nice To Haves

• At least 5 years of executive-level administrative support, preferably in healthcare.
• Proficiency with Microsoft 365 and experience using AI productivity tools.
• AA degree, secretarial certification, or medical terminology certification.
• College coursework in secretarial science or business, or a combination of bachelor-level education and secretarial experience.

Responsibilities

• Manage complex, high-volume calendars for the CMO and CFO; resolve conflicts and reprioritize as demands shift.
• Use approved AI productivity tools to summarize meetings and data, prepare briefing materials, and streamline routine workflows; stay current on tools that improve office efficiency.
• Triage email, calls, and requests; route issues to appropriate leaders and flag time-sensitive matters such as patient safety events, regulatory deadlines, and concerns.
• Prepare meeting agendas, pre-reads, and presentations; record action items and follow up to ensure deliverables are completed on time.
• Handle sensitive peer review, credentialing, personnel, financial, and PHI matters discreetly and in compliance with HIPAA.
• Represent the CMO and CFO offices professionally to internal and external partners.
• Coordinate workflow and schedules of executive administrative support personnel, including time off, meals, and breaks.
• Perform confidential secretarial and administrative duties for hospital executive management.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED