Job Description

Summary : Our Mission is to deliver a high quality, technology-based education that provides the skills and knowledge students need for success.

FLVS does not discriminate in admission or access to, or treatment or employment in its programs and activities on the basis of race, color, religion, age, sex, national origin, marital status, disability, genetic information or any other reason prohibited by law.

The Position :

Position General Summary :

The Executive Assistant assists staff members by providing routine and advanced professional level clerical and administrative support work in furtherance of the department’s mission and management operations.

Work differs from the Administrative Assistant level in that the Executive Assistant duties and responsibilities require a higher level and more in-depth skill set with a greater consequence of error and more responsibility and direct impact on the overall operations and management outcomes.

Essential Position Functions :

• Directly assist the Department Leader and relieves him / her of various administrative functions
• Maintain the office of the Department Leader with a professional and approachable atmosphere for all staff and customers
• Answer incoming calls to answer questions, resolve issues, take messages and / or forward calls to appropriate staff; handles communication with the public
• Develop and implement reports, spreadsheets; assist in preparation of presentations for Department Leader
• Independently compose reports and letters containing decisions for course of action by Department Leader
• Arrange, participate in, and implement, as directed by Department Leader, committee meetings and staff conferences
• Serve as principal contact and liaison with internal and external contacts
• Interpret and respond to email, maintains calendar, schedule, and address book
• Interpret policies and procedures as established by Department Leader
• Coordinate and organize meetings, interviews, evaluations, conference calls
• Manage and coordinate travel arrangements
• Provide additional support to executive team as directed
• Prepare and process expense reports
• Process purchase requisitions, invoices, and vendor orders
• Reconcile various accounts and statements
• Create final documents from notes or outlines including letters, memos, project summaries, meeting agendas, meeting minutes, presentations and spreadsheets
• Collaborate with other agencies and / or departments on upcoming projects
• Monitor work to ensure high quality
• Hold all work-related information in the strictest confidence; this includes, but is not limited to communications, either direct or indirect;

strategic information and employee specific personnel information. Any breach in confidentiality may be subject to disciplinary action, up to and including termination

• Meet professional obligations through efficient work habits such as : meeting deadlines, honoring schedules, coordinating resources and meetings in an effective and timely manner, and demonstrates respect for others
• All work responsibilities are subject to having performance goals and / or targets established

These essential functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related duties as required.)

Minimum Requirements :

Education / Licensure / Certification :

• Associate’s degree; or equivalent combination of education and relevant experience
• Bachelor’s degree preferred

Experience :

• Three years’ of high level administrative support experience
• Two years of high level office / administrative experience
• Experience working in a Florida public school district, preferred

Knowledge, abilities and skills :

• Knowledge of the department assigned, preferred
• Knowledge of database systems for data retrieval
• Excellent organizational skills such as scheduling, filing, making reservations, and preparing materials on a timely basis;

provides follow up and documentation

• Advanced proficiency in various technical applications most commonly used at FLVS, including but not limited to, Microsoft Office applications (Word, PowerPoint, Excel, Sharepoint), and the telephone system
• Possess strong attention to detail
• Strong interpersonal and customer service skills
• Ability to work with / for staff and customers to meet deadlines
• Professional written and verbal communication skills
• Utilizes a wide variety of reference, descriptive, and / or advisory resources
• Ability to handle multiple tasks simultaneously

CORE COMPETENCIES FOR SUCCESS :

COMMUNICATION SKILLS

• Clearly and effectively conveys and / or presents information verbally; summarizes what was heard to mitigate miscommunication;
• Shares ideas and perspectives and encourages others to do the same; Informs others involved in a project of new developments;
• Disseminates information to other employees, as appropriate; Effectively uses multiple channels to communicate important messages;
• Keeps supervisor well informed about progress and / or problems in a timely manner; Writes in a clear, concise, organized and convincing way for a variety of target audiences;

The written message is consistently error-free; The written message has the desired effect on the target audience

CUSTOMER FOCUS

• Prioritizes customers (internal and external) and their needs as primary and is dedicated to meeting their expectations; Develops and maintains customer relationships;
• builds credibility and trust; Quickly and effectively solves customer problems; Provides prompt, attentive service in a cheerful manner;
• adapts to changing information, conditions or challenges with a positive attitude; Incorporates customer feedback into delivery of service to provide the best experience possible for the customer;

Actively promotes FLVS in community by serving as a FLVS ambassador or volunteer

INTERPERSONAL SKILLS

• Relates well with others; Treats others with respect; Shares views in a tactful way; Demonstrates diplomacy by approaching others about sensitive issues in non-threatening ways;
• Considers and responds appropriately to the needs, feelings and capabilities of others; Fosters an environment conducive to open, transparent communication among all levels and positions;

Takes the initiative to get to know internal and external customers

FUNCTIONAL / TECHNICAL EXPERTISE

Has the skills, abilities, knowledge and experience to be successful in functional area of expertise; Dedicates time and energy to keeping abreast of the latest information related to area of expertise and technology;

Picks up on technology quickly; Does well in technical courses and seminars; Produces high quality work in organized and timely fashion

INDIVIDUAL CONTRIBUTOR COMPETENCIES FOR SUCCESS :

PEER RELATIONSHIPS

• Finds common ground and solves problems for the good of all; Can represent his / her own interests and yet be fair to other groups;
• Solves problems with peers with minimal noise ; Is seen as a team player and is cooperative; Easily gains trust and support peers;

Encourages collaboration; Is candid with peers

CREATIVITY

Comes up with a lot of new and unique ideas; Easily makes connections among previously unrelated notions; Tends to be seen as original and value-added in brainstorming sessions;

Takes calculated risks; Is not afraid to try new things and potentially fail fast

SELF KNOWLEDGE

Seeks feedback; Gains insight from mistakes; Is open to constructive criticism; isn’t defensive; Proactively seeks to understand his / her strengths and areas for growth;

applies information to best serve organization; Recognizes how his / her behavior impacts others and incorporates insight into future interactions

PLANNING

Accurately scopes out length and difficulty of tasks and projects; Sets objectives and goals; Breaks down work into the process steps;

Develops schedules and task / people assignments; Anticipates and adjusts for problems and roadblocks; Measures performance against goals; Evaluates results

ORGANIZING

• Uses his / her time effectively and efficiently; Concentrates his / her efforts on the more important priorities; Can attend to a broader range of activities as a result of organizing time efficiently;
• Can marshal resources (people, funding, material, support) to get things done; Can orchestrate multiple activities at once to accomplish a goal;

Arranges information and files in a useful manner

PROBLEM SOLVING

Uses rigorous logic and methods to solve difficult problems with effective solutions; Probes all fruitful sources for answers;

Can see hidden problems; Is excellent at honest analysis; Looks beyond the obvious and doesn’t stop at the first answers

DRIVE FOR RESULTS

• Can be counted on to exceed goals successfully; Very bottom-line oriented; Steadfastly pushes self and others for results;
• Is full of energy for the things he / she sees as challenging; Not fearful of acting with a minimum of planning; Consistently seizes opportunities;

Consistently exceeds goals

Physical Requirements and Environmental Conditions :

• Frequency of travel : Occasional travel is required for meetings, trainings and conferences; location may vary and may require overnight stays
• Light physical activities and efforts required working in an office environment

Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

Responsibilities :

• Supervise and coordinate overall administrative activities for Janssen International Vice President.
• Manage and maintain executive's schedule (VP).
• Travel arrangement such as : issue the ticket using approved agencies, book hotels, set up ground transportation and fill out the subscription for Congresses as needed.
• Prepare expense reports through with documentation for IVP as needed.
• Support in Procurement process, working with internal systems to create vendors, open requests for purchase orders, pay vendors and process invoices.
• Collect, prepare information, and reports for management use.
• Prepare all logistics of meetings and events, internal and external, including invitations, venues, meals, booking of hotels and transportation, visual equipment.
• Interacts with other administrative teams, as well as leaders and cross-functional stakeholders in the organization to deliver on IVP business needs.
• Collaborate with a small group of administrative assistants, securing deployment of company policies, sharing relevant information, manage vacation schedule and leaves of absence to secure business continuity and appropriate business support.
• Training the new assistant members.

Qualifications

Required :

• A High School diploma is required; an associate or bachelor’s degree is preferred
• A minimum of 6 years related experience
• Advanced skills in writing, reading, and speaking in English and Spanish or Portuguese
• This individual will have excellent verbal and written communication skills, with outstanding interpersonal skills
• Proficiency in Microsoft Office programs (Teams, Word, Excel, PowerPoint, and Outlook)
• Proficiency with communication tools and portal technology (Our Source, Zoom, SharePoint, Workday and Concur sites) is required.
• Demonstrate discipline, organization and positive "can do" attitude.
• Capable of working well in a dynamic environment.
• Good interpersonal relationships and a team player

Johnson & Johnson is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Job Description

Career Summary

Using sound judgment and initiative, provides direct support for the department Faculty and Management including Physician Assistants and ARNP’s.

Reports directly to the immediate manager for the specific practice or outpatient department. Applies organizational skills to perform a variety of Executive Assistant duties.

Prioritizes heavy work volume in a fast paced environment, handling difficult or critical situations.

Essential Functions

Set up zoom meetings and agenda (if needed) for department and / or various faculty meetings, send out invite to participants.

Record and transcribe minutes from meetings. Provide a draft copy to respective faculty or medical director to review and make any changes or edits as deemed necessary for approval within one week of each meeting.

Place food orders if needed or requested for department meetings.

Ensure all appointments, meetings, mandatory training, conferences are set-up (if needed) and noted on respective faculty calendars.

Remind faculty in sufficient time and prior to actual event. Remind assigned faculty of any scheduling conflicts should they occur as well as ensure all their assigned mandatory training is completed before deadline.

Answer phones, screen calls and give respective faculty messages if they are unavailable or out of the office. Notify them of any urgent or critical matter via telephone or in person.

Cover front desk / receptionist area as needed. Greet visitors, guests, vendors and other individuals in a prompt, timely, professional and courteous manner.

Assist with routing to correct area and / or person they want to visit or have an appointment with.

Type correspondence, ensure accuracy in formatting, spelling and correct grammar usage and sentence structure. Proofread thoroughly before giving to faculty to review and sign;

mail, scan / e-mail or fax according to faculty preference, and make a file copy.

• Submit check requests in CORCENTRIC for faculty reimbursements to include travel arrangement (airline, hotel registration, parking (if applicable);
• membership dues, online CME classes, virtual conference registration fees, etc. in a timely manner. Submit with supporting documentation to include receipts, brochure info pertaining to the event;

online registration receipts.

• Assist with bi-weekly payroll submission each payroll period, if assigned as well as maintain and update spreadsheets, files and databases when needed.
• Review respective faculty CVs monthly for updates, additions, scholarly activities information and submit to Research Director or designee.
• Monitor and manage time in KRONOS on a weekly basis. Submit PTO and other leave requests in a timely manner to manager or director for approval and input as needed.

Submit employee time adjustment form if needed to manager for approval. Get prior approval to work overtime.

• Provide assistance to co-workers with special projects when assigned or requested by manager or director and cross train with other employees in department and fill in in the interim if needed.
• Remind faculty when DEA and Medical license are due for renewal and other certifications that may expire and all other duties as assigned or deemed necessary by manager or director.

Temperament

Adhere to company policies and procedures, demonstrate the core values and Hospitality behaviors, resolve conflict through open, honest, professional communication, demonstrate positive and enthusiastic attitude, keep supervisor and leadership apprised of issues, and seek opportunities to recognize others.

Job Requirements

SKILLS, QUALIFICATIONS, AND REQUIRED EXPERIENCE

Skills, Knowledge, Abilities

Organization / Prioritization

Ability to effectively work under pressure in order to meet deadlines.

Professionalism

Demonstrated ability to be fair minded and objective.

Organization / Prioritization

Possesses critical thinking, prioritization, and organizational skills.

Computers / Technology

Computer literate with proficiency in Microsoft Office (Outlook, Word, Excel, Access, and Power Point) and Adobe Acrobat.

Communication

Ability to communicate effectively and courteously, both orally and in writing.

Critical Thinking / Sound Judgement

Capacity to think independently and exercise sound judgment.

Organization / Prioritization

• Ability to organize and prioritize assignments to work independently as well as a collaborative team member.
• Ability to schedule
• Ability to schedule and set-up online meetings using software like Zoom and Skype.

Professionalism

Strong interpersonal and communication skills with the ability to work efficiently with a wide range of constituencies in a diverse community.

Experience

3 years Administrative assistant experience required

3 years Executive Assistant Healthcare or related experience preferred

Education and Certifications

High school diploma or GED equivalent required

Associate’s degree in business administration or similar field preferred.

Our client is a Real Estate Development & Management firm looking for an in-office Executive / Personal Assistant to support company COO.

They are a lively, boisterous, bustling office with a great Construction and Ops team.

You are : detail oriented, bright, helpful, organized, have a sense of humor, are a problem solver, have a sense of urgency, cheerful and confident.

Duties Include and are not limited to :

• COO's expense reports
• Scheduling of meetings
• General filing
• Calendar management
• Travel arrangements
• Ensuring owner requests are carried out as needed
• Some personal responsibilities ( Coffe, lunch, etc.)

Requirements

• Must be available after hours in case last-minute travel coordination or arrangments are needed.
• Valid drivers license
• Working vehicle and insurance
• Must pass a background check
• US citizen or work permit

Skills Required (Please do not apply if you do not have the skills required. Candidates that do not have these skill sets will not be considered.)

• Previous job experience as an administrative, personal or executive assistant
• Excellent written and verbal communication skills
• Highly Proficient in MS Office. An extremely high understanding of Excel is required.
• Associates degree or higher

Skills Preferred but not required.

• Microsoft Suite ( outlook, word , excel )
• Adobe Photoshop
• Adobe Illustrator

Bilingual Spanish

Please send a resume and cover letter explaining why you are a good fit for this position.

Job Type : Full-time

Pay : $65K-80K plus 20 % bonus & other bonuses

Benefits :

• Dental Insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule :

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations :

We follow CDC guidelines and are committed to keeping our team healthy and safe.

Education :

Associate (Preferred)

Experience :

• Administrative Assistant : 5 years Location : One location

Job Description

SUMMARY

This is an exciting opportunity to join a talented team of individuals in a role offering professional / personal growth, and the ability to be a key contributor to the continued success of the organization.

YOUR MISSION

The Executive Assistant will act as key support for the company sales efforts; interdepartmental liaison and have responsibilities in a variety of areas with demonstrated success juggling multiple projects simultaneously and being the point person within an extremely busy, fast-paced company.

Must have a very professional presence and a firm grasp of grammar / spelling / proofing. We are looking for a tech-savvy Executive Assistant with a background in working with a technology company.

this position requires a high level of C-Level support, business, and creative capabilities.

An anticipation of things before they happen and the ability to be proactive is essential. May need to be available at certain periods including weekend, evenings during the year (ie.

associate recruiting process, various firm events). In addition, the ability to foster collaborative relationships; excellent project management and organizational skill;

and an ability to think innovatively is necessary. You must be organized, time management flexible, self-initiative dependable and punctual as this is an extremely important support position.

The ability to follow through and follow up is critical.

YOUR FOCUS

YOU ARE GROWTH & VISUALLY ALIGNED

Time Spent : 15%

Identify : resourceful with identifying opportunities for growth eg conference, potential clients, industry new clipping follow-ups, etc.

Requires a passion for company and purpose; an unyielding obsession for growth for the team; great personal energy.

YOU ARE SYSTEMS DRIVEN

Time Spent : 30%

Proactively establish systems and delegate for follow through and communicate updates ensuring that the executive is always on "A" game represent the corner office well both internally to staff as well out external to clients vendors customer public etc.

Requires : Leadership, troubleshooting, delegation, innovation.

GATEKEEPING & TIME MANAGEMENT

Time Spent : 10%

Effectively Managing our time ensuring we are the most productive in our day. Requires great organizational skills, time management, communication with daily huddles that can spell out weekly objectives.

YOU REMOVE ADMINISTRATIVE TASKS

Time Spent : 45%

Pulling all administrative tasks away from the executive. Peripherally anticipate follow up needs.

Requires : engagement, communication skills, and initiate ownership for follow through.

ESSENTIAL RESPONSIBILITIES

Sales and Marketing Support

• Create marketing materials utilizing PowerPoint, drip email campaigns and Requests for Proposals
• Assist with Marketing Department initiates including social media (Twitter, Pinterest, Facebook, blogs)
• Additional duties and special projects as assigned
• Event planning (company events, political / non-profit fundraisers, board meetings, etc.)
• Initiate, compile, type and distribute memos and other forms of communication
• Identify opportunities for growth by studying, evaluating and being resourceful in seeking new clients, more market share, advertising and name recognition
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry
• Learn and understand KENTECH's products to promote and maintain close relationship

Administrative Support

• Coordinate travel arrangements
• Field calls, answer and respond to calls / emails, providing a high level of service; serving as all-around gatekeeper to Executive Offices
• Greet clients and visitors; handle inquiries; communicate with clients and vendors
• Organize and maintain an extensive filing system (both electronic and hard copy formats)

Finance Support

• Reconcile company account receivable / payables in Quickbooks
• Delegate collection efforts
• Track progress against key deadlines for government regulation and projects

Qualifications

• Creative and tech-savvy with great business acumen
• College degree or higher (Human Resources, Business / Finance, Humanities, Law, Marketing)
• Required to work some early mornings, evenings, and weekends as needed
• Operating knowledge and experience with Adobe Suite (Photoshop, Indesign), Google for Business Cloud Services including Gmail, Docs, and Forms, MS Office Suite, typical office equipment, such as telephones, copier fax machine, Email, Email software
• High level of professionalism with strong verbal and written communication skills
• Minimum of 4 years experience in administrative support positions
• Critical thinking and problem-solving skills
• Knowledge of employment policies and procedures preferred
• Ability to maintain confidentiality in all aspects of the job
• Ability to manage multiple priorities and tasks with frequent interruptions
• Multilingual desirable but not required
• Ideally, have experience with Quickbooks and hubspot or similar CRM software programs.

Additional Information

Please provide a cover letter along with a resume to be considered.

BENEFITS

KENTECH seeks to promote an optimal balance of work and personal development.

Here's a sample of just some of the benefits offered to Full-Time Employees :

WELLNESS

• Competitive health, dental and vision benefits
• Paid Vacation and Major Holiday including a personal day
• Bankable Vacation Time
• Commuter Benefits
• Paid Sick Time Off

COMMUNITY

Weekly Bonus Perk Rewards provided by your Peers

GROWTH

• Leadership, Skills & Cross Training
• 1st Notice on all Job Openings
• Peer Development
• Company Wide Training and Support

COMPENSATION

• $20 - $25 an hour
• Full-Time.