Executive Assistant to Chief Medical Officer/Vice-President Quality

H. Lee Moffitt Cancer Center is internationally recognized for our focus on personalized cancer care and translational research. The mission of Moffitt is clear, focused, and fully stated in nine words, “To contribute to the prevention and cure of cancer.” With a tradition of excellence that began with the first patient admission in 1986, dedicated Moffitt physicians, scientists, and staff members have remained committed to excellence in an atmosphere characterized by kindness, caring, and hope.

Job Summary:

• The Executive Assistant position provides a variety of administrative support to the Chief Medical Officer (CMO) & Vice President of Quality, and other executive professionals in the Moffitt Medical Group. These functions require a high degree of competence, skill, and capability for independent action. This includes a demonstrated ability for sound judgment in decision-making when necessary.

• The Executive Assistant resolves and completes complex administrative tasks that may include travel and itineraries, managing multiple schedules, facilitating/coordinating meetings and conference calls, and producing high quality meeting minutes and reports. This position is responsible for coordinating internal and external resources to fulfill the goals and objectives of the CMO & VP Quality in a timely and financially responsible manner.

Position Highlights:

• Executive Level Administrative Duties
• Calendar and Travel Coordination
• Report and Presentation Creation

The Ideal Candidate:

• Demonstrates a high degree of technical competence, intrapersonal skills, attention to detail, independent critical thinking, and decision-making.
• Clinical administrative professional with the ability to appropriately coordinate and handle sensitive and confidential information.

Responsibilities: 

• Provides administrative support to the Chief Medical Officer (CMO), additional executive professionals under the Moffitt Medical Group and all associated program activities.
• Screens incoming calls and emails, referring or responding to as appropriate and records accurate telephone communications.
• Coordinates workflow as directed from the CMO. Updates and tracks delegated tasks to ensure deadlines are met. Maintain files and filing system.
• Schedules meetings, prepares meeting agendas, takes minutes at meetings, and distributes to committee members and their administrative support.
• Uses appropriate judgment to keep CMO and other program faculty informed of important incidents or significant events as they occur in daily operations or as a result of contacts with Center or external individuals.
• Maintains or coordinates the CMO's calendar including all scheduled meetings, appointments, business travel, conferences, etc. Initiates travel arrangements and maintains accurate records for reimbursement.
• Independently prepares correspondence for patients upon request for CMO's signature. Works with outside physicians to ensure continuity of patient care.
• Formatting and proofreading of PowerPoint, Word and other documents.
• Coordinate meetings, teleconferences and correspondence with internal staff (co-PIs and administrative staff, Research Administration, Clinical Research coordinators), and outside institutions (NIH, NCI, other hospitals), and/or pharmaceutical companies to support the development of new and existing projects and clinical research trials.
• Prepares check requests and purchase requisitions as necessary for the CMO.
• Works with Faculty Recruitment to assist with the administrative aspect of faculty recruitment: scheduling of and reporting on search committee meetings as needed and assist HR with coordination of candidate visits.
• Submit and follow up on IT and facilities requests, order supplies and ensure working environment is functioning.
• Provide cross-coverage for EVP/PIC, CMO, Deputy PIC and VP of MMG; collaborate with administrative staff in the executive suite to ensure coverage in other areas.
• Performs other duties as assigned necessary to support the CMO and faculty associated with the office.

Credentials and Qualifications:

• High School Diploma required; Associate degree and/or 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 an academically affiliated health care setting involving senior responsibilities where independent function was exercised.
• Requires knowledge of office processes, workflows, and advanced MS Office applications i.e. Word, Excel, PowerPoint.
• Must have excellent customer service skills and experience working with patients and the public.
• Excellent verbal & written communication skills, familiarity with medical terminology and office organizational protocols & procedures, interpret and apply instructions to assigned activities.
• Must be an independent team member that is engaged, proactive, and highly motivated.