Executive Assistant

Executive Assistant to the CEO

As Mount Sinai grows, so does our legacy in high-quality health care

Since 1949, Mount Sinai Medical Center has remained committed to providing access to its diverse community. In delivering an unmatched level of clinical expertise, our medical center is committed to recruiting and training top healthcare workers from across the country. We offer the latest in advanced medicine, technology, and comfort in 12 facilities across Miami-Dade (including our 674-bed main campus facility) and Monroe Counties, with 38 medical services, including cancer care, 24/7 emergency care, orthopedics, cardiovascular care, and more. Mount Sinai takes pride in being South Florida's largest private independent not-for-profit hospital, dedicated to continuing the training of the next generation of medical pioneers.

Culture of Caring: The Sinai Way

Our hardworking, tight-knit community of more than 4,000 dedicated employees fosters an environment of care and compassion. Each member plays a vital role in our collective mission to deliver excellent healthcare through innovation, education, and research. At Mount Sinai, we take pride in our achievements, aiming to be a beacon of quality healthcare in South Florida. We welcome all healthcare professionals to join our thriving community and contribute to our pursuit for clinical excellence.

Position Responsibilities

We are currently looking for an Executive Assistant to our CEO.The ideal candidate will be a proactive problem solver with exceptional customer service, communication skills and meticulous attention for details. This person should have experience supporting a CEO or other Senior Executive, preferably in a healthcare environment.Given the dynamic nature of the role, we rely on this role to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

• Coordinates interviews and participates in selection of secretarial staff, when a position becomes available.
• Provides counsel to the secretarial staff regarding overall performance, attendance, punctuality, etc. as necessary.
• Contributes to the smooth functioning of the executive office by working with administrators when their respective secretary is on vacation or ill.
• Orders office supplies and dietary supplies taking part in the monthly rotation with the other secretarial staff.
• Uses discretion and good judgment when receiving confidential mail and distributes mail not required to go to CEO. Drafts responses to routine letters, when appropriate and processes all other correspondence as necessary.
• Schedules Board of Trustee, Executive Committee, Board Committees and Sub Committees. Prepares agenda after discussion with appropriate chairperson and Chief Executive Officer. Distributes notice and agenda along with other pertinent materials in a timely manner. Keeps meeting minutes.
• Determines dietary and room requirements to be certain that all preparations are complete for meetings.
• Maintains working knowledge of the Bylaws of the Board of Trustees to be able to answer questions in an appropriate manner.
• Maintains database up-to-date with information relative to the trustees including business and home addresses, phone numbers, board committees and attendance records.
• Establishes and maintains effective interpersonal relationships with co-workers, members of other medical center departments and members of the Board of Trustees.
• Prepares, distributes and is accountable for obtaining conflict of interest statements on a yearly basis for the members of the Board of Trustees.
• Prior to the election meeting prepares ballots, an accurate list of officers, terms of office for board members and a list of new board members and distributes to board in a timely manner.
• Handles complaints and matters for patient and particularly trustees in an expeditious and confidential manner.
• Performs advanced and confidential administrative duties requiring broad experience, skill and knowledge of the organization policies and practices.
• Screens telephone calls and visitors and resolves routine and some complex inquiries.
• Schedules and maintains calendar of appointments, meetings and travel itineraries coordinating related arrangements.
• Proficiently operates a personal computer and the provided software packages.
• Works with an excellent customer service attitude towards individuals from inside and outside the organization.

Qualifications

• 2 years of college, Business or Secretarial school
• Minimum of 5 years’ experience in executive office supporting top leadership, Healthcare/Hospital experience preferred
• A professional demeanor, strong customer service and ability to interact with all in a positive manner
• Ability to navigate the complexities and time constraints of our CEO in order ensure effective scheduling

Benefits

We believe in the physical and mental well-being of our employees and are committed to offering comprehensive benefits that fit their personal needs. Our robust employee benefits package includes:

• Health benefits
• Life insurance
• Long-term disability coverage
• Healthcare spending accounts
• Retirement plan
• Paid time off
• Pet Insurance
• Tuition reimbursement
• Employee assistance program
• Wellness program
• On-site housing for select positions and more!