Job Description

Locations: Gainesville, Florida

Categories: Office and Clerical

Req ID: 68051

Overview

💻 Work Style: Onsite

📍 Location: Gainesville, FL

🕒 FTE: Full-Time (1.0 FTE)

🗓️ Schedule: Day Shift

The Executive Assistant provides advanced administrative, operational, and project coordination support to Legal Services leadership within a centralized, multi-campus healthcare legal department. This position serves as a key resource for managing executive calendars, attending and coordinating board meetings, general meetings, special projects, preparing correspondence and departmental documents, monitoring department operations, and facilitating communication with internal and external stakeholders.

The Executive Assistant exercises independent judgment and discretion while handling sensitive and confidential information, supporting departmental initiatives, and ensuring the efficient operation of Legal Services. The role requires exceptional organizational, communication, and problem-solving skills, along with the ability to manage multiple priorities in a fast-paced healthcare environment. Responsibilities may include supporting governance activities, legal operations, budget administration, records management, and other strategic and operational functions that contribute to departmental and organizational goals.

Responsibilities

1. Executive and Administrative Support

• Provides advanced administrative support to Legal Services leadership.
• Manages calendars, schedules meetings, coordinates travel arrangements, and maintains related records.
• Screens, prioritizes, and routes communications, correspondence, and requests requiring executive attention.
• Prepares reports, presentations, correspondence, and other business documents.
• Maintains confidential files, records, and departmental information.
• Performs other duties as assigned in support of Legal Services and organizational goals.

1. Meeting and Governance Coordination

• Coordinates departmental meetings, leadership meetings, governance activities, and special events.
• Prepares meeting agendas, materials, minutes, and follow-up documentation.
• Tracks assignments, action items, and deadlines to support timely completion of projects and initiatives.
• Assists with board, committee, and other governance-related administrative functions as assigned.

1. Department Operations and Project Coordination

• Supports departmental projects, operational initiatives, and process improvement efforts.
• Collects, organizes, and maintains data, records, and documentation to support departmental reporting and decision-making.
• Monitors project timelines and coordinates activities among stakeholders to ensure timely completion.
• Assists with document management, records retention, and administrative workflow processes.

1. Communication and Stakeholder Support

• Facilitates communication and coordination among leadership, departments, external vendors, legal counsel, and other stakeholders.
• Exercises sound judgment in responding to inquiries and escalating matters as appropriate.
• Maintains professionalism, discretion, and confidentiality when handling privileged, sensitive, and proprietary information.

1. Financial and Administrative Coordination

• Assists with budget administration, invoice processing, purchase requests, and related administrative functions.
• Maintains records associated with departmental expenditures, contracts, and vendor relationships.
• Supports financial reporting and operational planning activities as assigned.

Qualifications

Minimum Requirements:

Education:

Associate degree in Business Administration, Healthcare Administration, Legal Studies, or a related field preferred. Equivalent combination of education and experience will be considered.

Experience:

Minimum of five (5) years of progressively responsible executive administrative or office management experience supporting senior leaders in a complex professional environment.

Experience managing executive calendars, coordinating meetings, preparing professional business documents, supporting projects, and handling confidential information required.

Healthcare, legal, corporate, or other highly regulated industry experience preferred. Experience supporting multi-campus or enterprise-level operations strongly preferred.