Shift Type

Job Title

Executive Assistant

Education

High School Diploma

Location

Ambulatory Services (Admin) - Jacksonville, FL 32209 US (Primary)

Career Level

Experienced (Non-Manager)

Category

Administrative / Clerical

Salary

Job Type

Full-time

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.

UFJPI is an Equal Opportunity Institution

of Hires Needed

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.