Executive Assistant- Administration Department

Job Description

Job DescriptionPosition Summary

Andrews ASC is seeking a highly organized and proactive Administrative Assistant to provide high-level administrative support to our leadership team. This role plays a key part in ensuring smooth daily operations, effective communication across departments, and support for strategic initiatives. The ideal candidate will demonstrate discretion, initiative, and a strong understanding of healthcare operations—particularly in outpatient surgical settings.

Key ResponsibilitiesAdministrative Support

• Coordinate calendars, meetings, agendas, and follow-ups for executive leadership

• Serve as liaison between leadership, internal departments, external partners, and vendors

• Draft and distribute communications, reports, and presentations

• Support staff meetings, leadership huddles, and safety rounds

• Assist with quality initiatives, safety audits, and peer review documentation

• Manage applicant screening, onboarding logistics, and credentialing documentation

• Maintain professionalism while serving as backup for front desk registration

• Participate in facility tours, vendor walk-throughs, and new provider onboarding

• Support compliance documentation, insurance applications, and credentialing updates

• Contribute to process improvement efforts, KPIs, dashboards, and scorecards

• Help plan staff engagement activities, internal events, and newsletters

• Assist with strategic projects and special assignments as delegated

Operations Coordination

• Track compliance documentation, licensure renewals, and accreditation requirements

• Coordinate board meetings, medical staff meetings, and committee activities

• Maintain organized filing systems (electronic and physical)

Communication & Liaison

• Act as point of contact between executives, staff, physicians, and external partners

• Draft internal communications and assist with policy updates

Project Assistance

• Support quality improvement initiatives, audits, and facility upgrades

• Monitor timelines and deliverables for strategic projects

Financial & HR Support (as needed)

• Assist with invoice processing, budget tracking, and expense reporting

• Coordinate onboarding logistics and maintain HR documentation

Qualifications

• Proven experience in a high-level administrative role, preferably in healthcare

• Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)

• Excellent written and verbal communication skills

• Highly organized, detail-oriented, and proactive

• Ability to work independently and manage multiple priorities

• High level of professionalism and confidentiality

Preferred Qualifications

• Bachelor’s degree in Business Administration, Healthcare Management, or related field

• Familiarity with AAAHC, CMS, OSHA regulations

• Experience supporting clinical leadership or working in an ASC setting

Knowledge, Skills & Abilities

• Strong judgment, integrity, and professionalism

• Excellent time management and attention to detail

• Ability to build positive working relationships across teams

• Knowledge of healthcare IT systems and regulatory compliance

• Demonstrated leadership and problem-solving skills

Physical Demands

• Ability to sit for extended periods

• Must be able to see and hear clearly (with or without correction)

• Reasonable accommodations available for individuals with medical limitations

Working Conditions

• On-site role with occasional on-call responsibilities

• May require occasional travel for training or vendor meetings

BENEFITS:

• Health Insurance with FREE Teladoc services
• Dental, Vision, & Supplemental Insurance
• 401 (k)
• Paid Time Off

Location: Andrews Ambulatory Surgery Center, Gulf Breeze, FL

Reports To: Administrator / Executive Director

Employment Type: Full-Time, Exempt

**ANDREWS IS A TOBACCO FREE WORKPLACE**

The Andrews Institute ASC (AIASC) is committed to promoting health, wellness, and disease prevention and to providing a safe, clean and healthy environment to Workforce Members, patients, and visitors. The use of tobacco and tobacco products is a known and established hazard to the health and well-being of tobacco users and can also directly impact nonusers. In addition, the use of tobacco and tobacco products has been shown to decrease employee productivity and efficiency and increase absenteeism. In recognition of these factors, the Andrews Institute ASC will no longer hire tobacco users.