Executive Assistant

Job Description

Job Description

We're seeking a dedicated Executive Assistant to support our Director of Operations in Ocala, Florida. This is a full-time, on-site position with occasional travel (approximately 20% per month) to support operational needs across locations.

As the right hand to our Director of Operations, you'll play a key role in keeping priorities on track, coordinating day-to-day activities, managing schedules, communications, and ensuring seamless execution of strategic initiatives.

Role and Responsibilities

1. Administrative Management

   • Maintain and coordinate the executive’s calendar, prioritizing appointments and resolving scheduling conflicts.

   • Prepare, proofread, and edit correspondence, reports, and presentations.

   • Organize and maintain files, records, and documentation in compliance with healthcare regulations.

2. Communication & Stakeholder Coordination

   • Act as the primary liaison between the executive and internal/external stakeholders, including healthcare professionals, staff, and patients.

   • Draft and manage high-level communications, ensuring timely responses and consistent messaging.

   • Screen and prioritize incoming calls, emails, and requests

   • Respond to emails as designated

   • Delegate emails to others and follow up for completion

   • Screen and prioritize emails.

3. Operational Oversight

   • Facilitate smooth daily operations by anticipating the needs of the executive and addressing challenges proactively.

   • Coordinate travel arrangements, including itineraries, accommodations, and transportation.

   • Manage expense reports, invoices, and budget tracking for the executive’s office.

4. Meeting & Event Coordination

   • Schedule, plan, and coordinate meetings, including virtual and on-site engagements.

   • Prepare agendas, presentations, and briefing materials for meetings and follow-up on actionable items.

   • Organize and oversee special events, including departmental retreats and stakeholder engagements.

5. Project and Initiative Support

   • Assist the executive with managing projects, ensuring timely delivery of milestones.

   • Track progress, handle follow-ups, and resolve issues related to project timelines and goals.

   • Research and analyze data to support strategic decision-making and prepare detailed reports.

6. Confidentiality

   • Ensure that all activities comply with organizational policies and healthcare regulations.

   • Executive level knowledge to keep confidential

.

Qualifications and Education Requirements

• Bachelor’s degree in Business Administration, Healthcare Administration, or a related field preferred.

• 3+ years of proven experience as an executive assistant, preferably in the healthcare sector.

• Strong proficiency in Google Suite and scheduling tools.

• Familiarity with healthcare terminology, HIPAA regulations, and industry practices is an advantage.

• Outstanding organizational, time-management, and multitasking abilities.

• Excellent written and verbal communication skills.

Preferred Skills

• High level of discretion and professionalism in handling confidential matters.

• Strong problem-solving skills and adaptability in a dynamic environment.

• Proactive, self-motivated, and capable of anticipating needs.

• Excellent interpersonal skills and ability to interact with individuals at all organizational levels.