Executive Assistant to VP ACD

Job Summary:

The Executive Assistant to the Associate Center Director (ACD) provides high level administrative support without immediate supervision. Resolves and completes complex administrative tasks that facilitate daily functioning of Moffitt leader with multiple roles and responsibilities across the organization. Duties include proactive planning and management of executive schedule, communicating with internal and external partners, and providing support for special initiatives, collaborations, and partnerships that advance the mission of the center. Day to day tasks may include travel and itineraries, organizing and supporting meetings and relevant follow up, producing high quality, timely meeting minutes and reports, and other duties as assigned.

Responsibilities: 

• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
• Maintaining comprehensive and accurate records
• Maintaining executive’s professional documents (e.g., CV, bios, professional photos) and distributing upon request
• Ensuring timely submission of reimbursements, documents, and other documents on executive’s behalf
• Attend research and outreach related financial meetings, manage and order supplies for relevant accounts, and facilitate completion of needed signatures and approvals
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Communicating in a professional mannger with internal and external stakeholders 
• Welcoming and engaging with visitors
• Managing the executive’s calendar, including regular review and prioritization
• Assisting other team members, as needed, to achieve team goals

Credentials and Qualifications:

• High School Diploma required; Bachelor’s degree preferred
• Minimum of five (5) years of administrative support experience in an office setting
• Minimum of two (2) years supporting an executive or director level support preferred
• Preferred administrative experience in healthcare, research and/or academic setting