Nemours is seeking an Executive Team Coordinator II (Full-Time), to join our team in Jacksonville, Florida.
This position is responsible for working independently to assist the Executive Offices of the President North Florida Region and Vice President, Florida Practice Administrator by providing administrative support to increase the efficiency and effectiveness for the executives. This position will handle a wide variety of situations requiring knowledge of the overall functions of the executives' areas of responsibility with tact and confidentiality. The person acts as a central point of contact for other departmental Associates and as a liaison for other executive offices. Responds to inquiries and independently represents the executives in managing internal and external customers.
This Executive Coordinator position requires the ability and skills to write professional emails which are reflective of the offices represented and requires strong verbal skills and the ability and confidence to communicate with senior leaders from within and outside of Nemours. Requires insight and intuition to manage multiple conflicting priorities and independently determines the best sequencing and cadence of activities. This position requires a high level of confidentiality.
Is the day-to-day central point of contact, independently representing the President North Florida Region and Vice President, Florida Practice Administrator managing their daily schedules and email.
Manages executives' priorities in planning, communications, and coordination of departmental activities.
Sets up direct report and other critical stakeholder meetings, including coordinating agendas requiring knowledge of the purpose of the meetings, organizational priorities, and confidentiality. Ensures that appropriate parties are included in the meetings. Ensures that attendees know of any pre-meeting work required. Compiles pre-meeting materials. Follows up as needed.
Manages the President North Florida Region and Vice President, Florida Practice Administrator calendars in planning, communication and coordination of internal and external meetings and demonstrates the insight and intuitiveness to construct and alter meetings to effectively support the projects, priorities, and current and future needs for the executives. This may include proactively modifying requested meetings.
Prepares correspondence for the executive's signature as well as for own activities representing the departments for both internal distribution as well as to external vendors and other interested parties.
Prepares reports and presentations for the executives. May be assigned projects requiring research, gathering data, and reporting on results.
Maintains records for budget and other activities such as purchase orders and accounts payable requests, travel records, confidential reports. Prepares and follows process for expense reports submissions, invoice payment and for travel and meetings.
Represents the executives in dealing with both internal Nemours customers and external contacts. Answers questions or deals with problems independently as well as determines who to refer problems to. Keeps executive informed about issues.
Ensures departmental Associates are aware of activities, meetings, policies, and procedures.
Coordinates travel for the President North Florida Region and Vice President, Florida Practice Administrator with meticulous attention to detail.
Manages timekeeping records in Kronos for the teams of the President North Florida Region and Vice President, Florida Practice Administrator's direct reports, and other designated staff.
Manages catering for meetings hosted by the President North Florida Region and Vice President, Florida Practice Administrator.
Other typical duties may include recording and publishing meeting minutes, maintaining files, submitting medical licenses updates for the President, North Florida Region, and managing contact databases.
Other duties as assigned.
Associate Degree required.
Minimum (5) Five years of experience required.
Experience working for Senior Management/Executives preferred.
Nemours is committed to improving the health of children. As a non-profit children’s health organization, we consider the health of every child to be a sacred trust. Through family-centered care in our children’s hospitals and clinics in Delaware, New Jersey, Pennsylvania and Florida, as well as world-changing research, education and advocacy, Nemours fulfills the promise of a healthier tomorrow for all children — even those who may never enter our doors. Nemours began more than 70 years ago with the vision of Alfred I. duPont to improve the lives of children and to do whatever it takes to prevent and treat even the most disabling childhood conditions. Today, through our children’s hospitals and health system, we directly care for 250,000 children annually in Delaware Valley and Florida, including families who travel from across the country and world to see our specialists — treating every child as we would our own. We also reach beyond the walls of our hospitals and clinics to be a voice for children on a national and international level, and to lead the way in prevention, intervention, education, and research. Nemours is growing to better serve the children and families in our ca...re. We have 1.1 million square feet of space currently devoted to providing children’s healthcare or under construction, all designed with significant input and advice from our patients and families.