EXECUTIVE ASSISTANT Administrative & Clerical Support Hours: 8:00am - 5:30pm Day Shift - Full Time Paygrade/Wages/Salary Info: NE N24 - 21.6500 - 27.2000
Executive Assistant to Deputy General Counsel Position Highlights: The Executive Assistant will provide administrative support to the Vice President/Deputy General Counsel in the Office of General Counsel towards the achievement of Moffitt Cancer Center#s stated mission, vision and goals. The Ideal Candidate Exhibits poise, tact, good judgment and professional appearance and mannerisms. Possesses excellent customer service skills and ability to communicate clearly and concisely in writing and verbally. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn web-based applications. Responsibilities: Assists the Deputy General Counsel in the coordination of the daily operations of the Office of General Counsel, including setting of individual priorities and those of the Deputy General Counsel in the day-to-day activities. Works with Deputy General Counsel to prepare documents and correspondence at the direction of the Deputy General Counsel. Schedules and calendars appointments, meetings, conferences, and business travel for Deputy General Counsel, ensuring priority items are scheduled appropriately and that all necessary arrangements have been coordinated, including hospitality and catering. Works with Deputy General Counsel to disseminate pertinent information at the direction of the Deputy General Counsel. Greets visitors/guests to the Office of General Counsel; answers routine and non-routine inquiries and takes appropriate action when warranted. Assists in screening incoming telephone calls for the Deputy General Counsel#s office, referring, redirecting or handling calls, as appropriate. Maintains Office of General Counsel files and ensures proper follow-up. Tracks and applies for renewal of Deputy General Counsel#s Continuing Legal Education credit hours, bar licenses and court admissions. Makes travel arrangements for the Deputy General Counsel and ensures related meeting/conference materials are initiated and prepared in a timely and appropriate manner. These include: travel and accommodation arrangements, meeting registrations, PowerPoint slide presentations and reconciliation/preparation of expense reimbursement reports, as necessary. Reviews mail directed to the Office of the General Counsel and initiates action to resolve and/or dispose of those items that are of a routine or repetitive nature or are within realm of knowledge and authority. Initiates and composes responses to correspondence and requests for information/action, as appropriate and necessary. Orders office supplies, oversees equipment, schedules maintenance calls, as needed. Demonstrates professional work habits in appearance, attitude, and organization. Utilizes appropriate interpersonal skills to establish and maintain appropriate communication channels with internal and external parties. Assists the Office of General Counsel Legal Coordinator and Paralegal with processing invoices for approval and payment of external legal counsel. Credentials and Qualifications: High School/GED Five years of supporting an executive leader and/or general counsel. Strong organizational skills with high attention to detail. Confident, independent thinker and self-starter. Proficient in spelling, punctuation, grammar and basic business math. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Familiar with corporate governing documents and board structure. Possesses excellent customer service skills. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and web-based applications. Preferred: Associate#s degree # Business Administration or other related discipline Paralegal and/or legal assistant experience preferred. # # #