Jackson Health Foundation Administrative Specialist Position Available In Miami-Dade, Florida

Jackson Health Foundation Administrative Specialist Jackson Health – 4.0

Miami, FL Job Details Full-time Estimated:

$39.5K – $52.3K a year 14 hours ago Qualifications Bilingual 5 years Executive administrative support Mid-level Bachelor’s degree Hospitality Management Personal assistant experience

Full Job Description Jackson Health Foundation Administrative Specialist, Jackson Foundation, Full Time, Days, Monday- Friday Jackson Health System Department:

Jackson Health Foundation Address:

River Landing, 1611 NW 12th Ave, Miami, Florida, 33136 Shift details: Full-Time, Days, In Office Monday- Thursday and remoted within driving distance

Why Jackson:

Jackson Health System is a nationally and internationally recognized academic medical system offering world-class care to any person who walks through our doors. For more than 100 years, Jackson has evolved into one of the world’s top medical providers for all levels of care, no matter if it’s for a routine patient visit or for a lifesaving procedure. With more than 2,000 licensed beds, we are also proud of our role as the primary teaching hospital for the University of Miami Miller School of Medicine. Here, the best people come together to deliver Jackson’s mission for our diverse communities. Our employees are committed to providing the best CARE by demonstrating compassion, accountability, respect, and expertise in everything we do.

Summary:

The JHF Administrative Specialist serves as a pivotal support figure within the operations department. With a primary role of representing the organization to high-level leaders and stakeholders, this individual manages senior leadership schedules, facilitates committee meetings, and oversees key operational processes. Additionally, the specialist ensures a streamlined office environment, assists in event management, and contributes to employee onboarding, all while maintaining the utmost confidentiality. The incumbent may attend management meetings and may be involved directly or indirectly around confidential management decisions.

Duties and Responsibilities:

Manages the senior leadership (COO) activities, including calendar, appointments, travel arrangements, and contacts, etc. Produces expense reports and local transportation reports. Contacts or responds to contacts from high-ranking individuals inside or outside the foundation. Maintains confidentiality of all corporate, board, personnel and research matters. Prepares confidential correspondence, reports and other documents. Maintains executive office-filing system – documents and computers. Coordinates meetings with various committees, including the quarterly JHF Board of Directors meetings. Facilitates these meetings by taking and transcribing minutes, preparing materials needed to update directors, and acquires and secures meeting location and catering. Maintains a well-organized and professional office environment by managing supplies and equipment. Assists in onboarding new employees by preparing materials, scheduling orientations, and coordinating training sessions. Assists in identifying operational inefficiencies and propose solutions to enhance workflow and productivity. Serves as gate keeper of all PaperSave document management. Serves as a backup gift processor. Manages event payment tracking, seating registration, and check-in procedures. Manages the upkeep of marketing giveaway inventories. Responsible for compiling and preparing invoices for all foundation events, incorporating package details, goods and services, and any additional charges or adjustments. Assists in collecting and analyzing of feedback from sponsors, committee member and staff to evaluate event success and identify areas for improvement. Flexibility to work evenings and weekends as required by event schedules. Demonstrates behaviors of service excellence and CARE values (Compassion, Accountability, Respect and Expertise). Performs all other unit specific related job duties as assigned. Experience Generally requires 5 years of experience as an executive assistant for a C-Level executive. Proven experience in planning and coordinating events, preferably in the nonprofit or foundation sector. Proficiency in event management software and tools. Education Bachelor’s degree in event management, hospitality, marketing, communications, or a related field (or equivalent work experience) is required. Credentials Valid license or certification is required as needed, based on the job or specialty. Bilingual skills are preferred. Jackson Health System is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law