EXECUTIVE ASSISTANT TO VP ACD
Moffitt Cancer Center, Tampa, FL, United States
Job Summary
Provides high level administrative support to the Vice President. Provides support to various committees and is responsible for special projects as assigned. The Executive Assistant triages the CTO, VPs, and Directors communications, and works with them to facilitate timely and appropriate action. Coordinates all domestic and international travel and maintains their schedule. This position requires strong communication skills and interpersonal effectiveness. Must be able to make independent decisions, exercise authority when necessary, anticipate needs of the VP and the Director, and have mature judgment, exercise discretion due to the confidential and sensitive nature of information/material handled daily.
Responsibilities
Coordinates the preparation of agendas for meetings; gathers and distributes materials for meetings; attends meetings, composes official minutes of all meetings, and maintains related files and records.
Writes, edits, and/or coordinates the preparation of correspondence, reports, or other printed materials using Microsoft Office software; researches content items for precedents, correctness of presentation, and applicability; sets up and maintains paper and electronic filing systems for records, correspondence, and other material.
Monitors and resolves monthly accounting reports for departments to include all orders, travel expenditures, check requests, and deposits to ensure proper crediting/debiting.
Provides primary administrative support and coordination of special projects (e.g., mapping workflow or coordinating programs); answers telephones and provides information to callers, takes messages or transfers calls to appropriate individuals, responds to calendar requests as needed.
Addresses sensitive topics related to Human Resources, budget, or other matters, with the utmost confidentiality.
Other duties as required, including assistance with ad‑hoc projects.
Credentials and Qualifications
High School Diploma or GED required.
Minimum five (5) years' experience reporting to senior and/or executive level management providing administrative/secretarial/office coordination experience to executive-level officials, preferably in a medical, academic, and/or research setting.
Excellent customer service and interpersonal (verbal and written) communication skills and telephone etiquette are essential.
Must have the ability to interpret and apply instructions to assigned activities.
Must be highly organized, capable of self‑direction, independent action, and exercise good judgment.
Strong command of English grammar, spelling, punctuation, and proofreading skills.
Familiarity with office organization protocols and procedures.
Discretion and judgment in handling confidential information.
Demonstrated proficiency with advanced Microsoft Office applications - including Word, Excel, PowerPoint, and Outlook.
Preferred Experience
Associate’s degree in Business Administration or other related discipline.
Administrative support in a health care or academic medical environment.
Proficiency with graphics software.
Knowledge of Moffitt’s policies and practices - including human resources and purchasing.
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Responsibilities
Coordinates the preparation of agendas for meetings; gathers and distributes materials for meetings; attends meetings, composes official minutes of all meetings, and maintains related files and records.
Writes, edits, and/or coordinates the preparation of correspondence, reports, or other printed materials using Microsoft Office software; researches content items for precedents, correctness of presentation, and applicability; sets up and maintains paper and electronic filing systems for records, correspondence, and other material.
Monitors and resolves monthly accounting reports for departments to include all orders, travel expenditures, check requests, and deposits to ensure proper crediting/debiting.
Provides primary administrative support and coordination of special projects (e.g., mapping workflow or coordinating programs); answers telephones and provides information to callers, takes messages or transfers calls to appropriate individuals, responds to calendar requests as needed.
Addresses sensitive topics related to Human Resources, budget, or other matters, with the utmost confidentiality.
Other duties as required, including assistance with ad‑hoc projects.
Credentials and Qualifications
High School Diploma or GED required.
Minimum five (5) years' experience reporting to senior and/or executive level management providing administrative/secretarial/office coordination experience to executive-level officials, preferably in a medical, academic, and/or research setting.
Excellent customer service and interpersonal (verbal and written) communication skills and telephone etiquette are essential.
Must have the ability to interpret and apply instructions to assigned activities.
Must be highly organized, capable of self‑direction, independent action, and exercise good judgment.
Strong command of English grammar, spelling, punctuation, and proofreading skills.
Familiarity with office organization protocols and procedures.
Discretion and judgment in handling confidential information.
Demonstrated proficiency with advanced Microsoft Office applications - including Word, Excel, PowerPoint, and Outlook.
Preferred Experience
Associate’s degree in Business Administration or other related discipline.
Administrative support in a health care or academic medical environment.
Proficiency with graphics software.
Knowledge of Moffitt’s policies and practices - including human resources and purchasing.
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