Secretary Specialist at Florida Department of Children and Families performing routine clerical tasks and supporting case management functions. Handling inquiries, correspondence, and record maintenance.
About the role
- Executive Assistant providing administrative support to executives at KARL STORZ. Handling scheduling, travel, and expense reports to ensure productivity.
Responsibilities
- Provide executive administrative support for assigned Executive(s) in accomplishing their goals and objectives.
- Handling various administrative duties to support and enhance efficient office and department operations.
- Managing complex scheduling logistics, extensive calendar management, and sending reminders.
- Managing, coordinating, and arranging travel and travel-related arrangements.
- Preparing and filing expense reports and managing the department’s purchase order process and processing of invoices.
- Creating, editing, and proofreading emails, memos, correspondence, spreadsheets, and other written material.
- Maintaining professionalism and strict confidentiality with all information and materials.
- Provide program management oversight for Executive(s) and department(s) to ensure deadlines are met.
- Assisting in planning meetings and developing agendas.
- Collaborating with business partners at all levels.
Requirements
- 7 years minimum, related experience as an Assistant to Executives or C-level leaders
- AA degree
- Proficient in Microsoft Suite including Word, Excel, Power Point with the ability to learn new job-related systems and software
- Demonstrated ability to work diplomatically with different personalities among upper management and employees at all levels
- Detail-oriented problem solver with experience in program management activities
- Demonstrated ability to manage multiple priorities and projects with excellent follow-through to meet deadlines
- Superior common sense, judgment, pragmatism, tact, diplomacy and professionalism
- Exceptional organizational, analytical and interpersonal skills
- Expert presentation and written and verbal communication skills
- Ability to work in a team-oriented environment and be flexible, adaptable and responsive to colleagues at all levels
- Ability to work with external vendors, executives, senior management and support staff on matters of concern to Executive(s) and/or department
- Ability to type accurately using standard business vocabulary and grammar
- Ability to handle conflict appropriately
- Ability to discern when to escalate issues upward and when to make appropriate decisions
- Ability to contribute a fun and creative approach to team activities and morale.
Benefits
- Medical / Dental / Vision including a state-of-the-art wellness program and pet insurance, too!
- 3 weeks vacation, 11 holidays plus paid sick time
- Up to 8 weeks of 100% paid company parental leave; includes maternal/ paternal leave, adoption, and fostering of a child.
- 401(k) retirement savings plan providing a match of 60% of the employee’s first 6% contribution (up to IRS limits)
- Section 125 Flexible Spending Accounts
- Life, STD, LTD & LTC Insurance
- We prepay your tuition up to $5,250 per year! - Tuition pre-imbursement
- Fitness reimbursement of up to $200 annually
- And much more!
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