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, ensuring efficient coordination of 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. The Executive Assistant develops, organizes, and oversees project and program procedures from initiation through completion and serves as a liaison between executive leadership, senior management, staff, and internal and external stakeholders. The position also supervises the daily operations of the USFTGP Administrative Office, handles sensitive and confidential information with discretion, and upholds the mission, vision, and values of USFTGP.

Requirements

Associate’s degree in Business Administration, Healthcare Administration, Communications, or a related field.
Minimum seven (7) years of progressive administrative support experience.
Proficiency with MS Office, Word, and Excel.
Expertise in managing complex schedules, preparing executive-level correspondence, coordinating projects, and maintaining administrative office efficiency.
Clear and professional verbal and written communication skills, including discretion and diplomacy when interacting with executive leadership, staff, and external stakeholders.
Ability to responsibly handle sensitive information, maintain strict confidentiality, and exercise sound judgment.
Ability to develop, implement, and track project procedures and ensure deadlines and deliverables are met accurately and in an organized manner.
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 research, process administrative referrals, support public relations activities, and prepare executive materials.
Serve as liaison between the Sr. Vice President, senior leadership, staff, and external partners, ensuring timely and accurate communication and coordination.
Develop, implement, and manage procedures for assigned projects and programs, ensuring tasks progress smoothly 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, collaborative work environment while reflecting USFTGP’s mission, vision, and values.