Executive Assistant - HR
at Adventist Health System

Date Posted: 4/6/2017

Job Description

Job:  Administrative / Business Support

Organization:  Adventist Health System Corporate Office

Shift:  Day

Job Posting:  Apr 5, 2017, 9:59:56 AM

If you want to be a part of a place that provides nothing less than extraordinary compassionate care, then Adventist Health System is the place for you!

We are currently seeking qualified candidates for an Executive Assistant position that will be based in our Human Resources department.This position is based at our corporate office in Altamonte Springs, FL.

This position has the opportunity to support the HR Vice President, and the Director of Executive Compensation and Benefits.

Specific  job duties include:
  • Manages calendar for leader's scheduling meetings and appointments, and coordinates travel arrangements including lodging, air/land, transportation, event registration, etc.
  • Answers/screens incoming calls, taking messages and routing calls as appropriate. Greets and assists visitors.
  • Disbursing incoming/outgoing mail, completing correspondence duties including composing and editing letters, memos and other correspondence, preparing expense reports, supply orders, presentations, spreadsheets, etc.
  • May assist with budget tracking, contracts, etc.
  • Will support leader administratively with special requests including research, projects, and other miscellaneous duties.
  • Develops and oversees the Summer President’s Council and the Fall staff service award program.            
  • Accurately and timely facilitates the annual employee service awards process, including the verification of service credit, drafting of acknowledgment letters, ordering awards and checks, collaborate with Communications and Payroll, and other activities that assure the success of the program.

  • Ensures correspondence and documents leaving the department have a professional appearance, worded and organized in a clear, concise and professional manner with correct grammar, punctuation, and spelling.                        

  • Prepares/edits reports and documents, enters data accurately and timely, updates and maintains word processing files, including maintaining mailing lists within a specified turnaround time as determined by the executive.                            

  • Creates accurate reports in Excel, Word or PowerPoint as requested by the executive.  This includes assembling any necessary reports into notebooks or slide format for presentations.  Demonstrates increasing competency with office software applications and uses such to improve productivity and presentation clarity.                                      

  • Accurately and timely prepares executive hire letters and notifies appropriate individuals of new hire with copies of letter.   

  • Accurately and timely informs executive relocation company about new executive relocation.      

  • If new hire executive is a FL hospital CEO or CFO, assist with fingerprinting appointment and monitors AHCA fingerprinting expiration.                              

  • Process executive status changes – communicate with executive regarding salary adjustments when needed.          

Experience Requirements
  • Two years minimum experience as an executive assistant in a high level administrative support role
  • Event planning/coordination experience preferred
Educational Requirements:
  • High school diploma required
  • Associates degree preferred
Software/Technical Skills:
  • Windows Applications:  Microsoft Outlook, Word, Excel, PowerPoint, Access, Visio
  • Excellent computer skills in word processing, spreadsheets, and databases
  • Typing: 45wpm with minimal errors
  • Email and computer calendar experience
  • Must have the ability to learn technical skills and various types of software with minimal assistance. 
  • Must be able to operate office equipment. 
  • Ability to research on the internet.
  • Equipment: Effectively utilize office equipment including personal computer, scanners, fax machines, printers, copy machine, and LCD projectors.
  • Excellent communication skills are required.
  • Detail oriented, with strong proofreading and editing skills.
  • Organizational skills
  • Self-motivated, with flexibility to multitask and prioritize in a fast-paced environment
  • Resolves issues with minimal direction or guidance, as well as work independently and as a team member
  • Professional attitude and conduct
  • Meet ever-changing and multiple deadlines, managing day-to-day workflow

If this position sounds like a great match for your skills set and experience, please apply online now.

Job Snapshot

About Us

About Adventist Health System

Who We Are

We are one of the largest faith-based health care providers in the United States. For 150 years, we have carried on a tradition of providing whole-person care that not only addresses patients' physical ailments, but also supports their emotional and spiritual well-being. We demonstrate the same level of compassion and care for our employees as well, doing all that we can to help them realize their full potential – both personally and professionally.

Who You Are

You are a compassionate, talented professional who wants to work in an environment where you can live out your faith and your values. You are excited about being part of a team that uses the latest technology and medical research to ensure patients receive quality care, but who also recognize that great care is always personal. You enjoy going out of your way to make each patient and their family feel special, and are passionate about guiding them toward optimal health.

Our Community

Our community is global and so is our reach. From coordinating medical mission trips in Ethiopia to planting school gardens in Florida, we are constantly seeking ways to go beyond hospital walls in improving the health of our communities. As a member of our team, you will be encouraged to use your talents in fun, meaningful ways that bring joy and healing to people around the world.

Our Mission

Part of this worldwide network, Adventist Health System was founded in 1973 to support and strengthen the Seventh-day Adventist health care organizations in the Southern and Southwestern regions of the United States. Today it is a national leader in quality, safety and patient satisfaction, comprised of 46 hospital campuses and nearly 77,000 employees.

Although separated by geography, each of our facilities is united by the mission of Extending the Healing Ministry of Christ. Today we continue the tradition of whole-person care by practicing and sharing CREATION Health, a blueprint for living a healthy, happy life based on the principles given in the Bible’s creation story: Choice, Rest, Environment, Activity, Trust, Interpersonal relationships, Outlook and Nutrition.

We provide comprehensive benefits, training and advancement opportunities. We care for our employees as well as we care for our patients.