Executive Assistant to CEO

About Us:

At Cancer Center of South Florida, we provide personalized patient care with state-of-the-art medical treatments. We have a devoted team of former Harvard Medical School faculty to provide South Florida patients access to cutting-edge clinical trials and therapies. We have two clinical locations in Palm Beach County and a team of medical, radiation, and surgical oncologists spanning across the state focusing on providing world-class care in an academic setting. Our team is committed to providing patients with the best care possible and are looking for a dynamic and highly organized Executive Administrative Assistant to support our CEO.

Job Summary:

We are seeking an experienced and proactive Executive Administrative Assistant to provide comprehensive support to our CEO. The ideal candidate will be creative and thrive in an entrepreneurial medical environment that is mission-driven, results-oriented, and focused on patient care. This role requires a highly motivated individual with exceptional communication and organizational skills, capable of working independently and demonstrating a high level of initiative. The ability to manage multiple priorities in a fast-paced environment is essential.

Key Responsibilities:

• Will complete a broad variety of administrative tasks for the CEO including: maintaining administrative records, minutes, files, and legal documents; scheduling meetings and distributing notices and minutes; screening correspondence and visits; exercising independent judgment, with the knowledge and utilization of CCSF philosophies, policies, and goals; dealing with the public, patients and their family members, staff, physicians, management and external parties in an informative, helpful, friendly, tactful, diplomatic and discreet manner.
• Owns and handles complex calendars and schedules; resolving any scheduling issues.
• Creates agendas for and participates in various meetings; takes meeting minutes including key deliverables, and distributes to appropriate team members; follow up on completion of deliverables in an appropriate time frame before deadlines.
• Runs C-Suite meetings by gathering updates from team members, keeps meeting on time and on agenda, coordinates updates into centralized project tracker, and reports out on meeting deliverables.
• Anticipates the needs of the CEO and proactively brings the appropriate stakeholders and resources together to make decisions.
• Accurately distributes correspondence and answering of routine correspondence; establishes priorities and maintains flexibility, coordinates projects, keeps schedule and appointments calendars for CEO.
• Handles highly confidential materials/correspondence that involves senior leadership and external stakeholders, attorney-client privileged documents, and protected health information.
• Coordinates travel, including booking flights, lodging, special meetings during travel, car rental, corporate retreats, etc.
• Prepares necessary expense reimbursement and external invoice requests.
• Available and able to assist CEO with various professional and personal tasks as dictated by the needs of the business including but not limited to making restaurant reservations, shopping, errands, planning events, and supervising vendor/contractors.
• Completing special projects and initiatives with skillful oversight and support.
• Bachelor’s degree or comparable relevant experience required.
• At least 7 years of experience as an Executive Assistant supporting C-Level Executives.
• Executive level communication skills (written and oral), attention to detail, strong interpersonal skills required.
• Advanced computer skills, including proficiency in Microsoft Office Suite.
• Ability to function in a high-paced environment.
• Problem solver with critical thinking skills who can work independently.
• Empathetic and motivated to improve the patient experience.

Qualifications:

• Bachelor’s degree or comparable relevant experience required.
• At least 7 years of experience as an Executive Assistant supporting C-Level Executives.
• Executive level communication skills (written and oral), attention to detail, strong interpersonal skills required.
• Advanced computer skills, including proficiency in Microsoft Office Suite.
• Ability to function in a high-paced environment.
• Problem solver with critical thinking skills who can work independently.
• Empathetic and motivated to improve the patient experience.

Job Type: Full-time

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 7 years (Required)

Work Location: In person

Salary : $70,000 - $90,000