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WHY JOIN FCS

At Florida Cancer Specialists & Research Institute we believe our people are our strength and we invest in addition to having a positive impact on the people and communities we serve associates benefit from significant professional opportunities career advancement training and competitive wages.

Offering competitive salaries and comprehensive benefits packages to include tuition reimbursement 401-K match pet and legal insurance.

A LITTLE BIT ABOUT FCS

Since 1984 Florida Cancer Specialists & Research Institute & Research Institute (FCS) has built a national reputation for excellence. With over 250 physicians 220 nurse practitioners and physician assistants and nearly 100 locations in our network. Utilizing innovative clinical research cutting-edge technologies and advanced treatments we are committed to providing world-class cancer care. We are recognized by the American Society of Clinical Oncology (ASCO) with a national Clinical Trials Participation Award FCS offers patients access to more clinical trials than any private oncology practice in Florida. Our patients have access to ground-breaking therapies in a community setting and may participate in national clinical research studies of drugs and treatment the past five years the majority of new cancer drugs approved for use in the U.S. were studied in clinical trials with FCS participation prior to approval.

Through our partnership with Sarah Cannon we are one of the largest clinical research organizations in the United States. Often FCS leads the nation in initiating research studies and offering ground-breaking new therapies to patients.

Come join us today!

Summary:

The Executive Assistant Lead overseas administrative staff operations at Corporate Offices (currently Corp 5 and Corp 2) and provides day-to-day leadership for MSO Executive Assistants and Site Ambassadors (Corp5 and Corp 2). The role ensures a concierge-level visitor experience office readiness and standardized process while delivering direct executive-level support to designated Executive or Senior Level staff. This position establishes service expectations runs site operating rhythms and drives continuous improvement across Executive support company and office operations.

Administrative duties for assigned Executive or Senior staff; serving as the primary contact point for internal and external constituencies. Serves as liaison organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Executive Assistant Lead will initiate research and analysis for various projects in a fast-paced environment that is mission-driven results-driven and goal-oriented. Exercises good judgment in a variety of situations with strong written and verbal communication administrative and organization skills and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant Lead will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Supervisory duties for executive administrative support staff of the Corporate Offices (currently Corp 5 and Corp 2) to include but not limited to scheduling of office coverage facilities management equipment management Workday IT Concur processes and approvals. SOP creation for administrative duties overseeing the concierge level service for all staff at corporate sites.

The position is Hybrid with regular in office presence required for site coverage and Executive support. Executive Assistant Lead is required to source or personally cover Building Ambassador positions when planned time off has been requested by those positions. Mileage and travel expenses will be reimbursed through the Company Travel Policy rules.

PRIMARY TASKS AND RESPONSIBILITIES:

Executive / Senior Leadership Support

• Schedule meetings conference calls events and travel.
• Prepare and host meetings material preparation or printing catering technology support and other event preparation items.
• Handle confidential material and information and apply appropriate safeguards to that material based on sensitivity.
• Obtain approval signature/s for contracts and other Company documents adhering to the Delegation of Authority Policy and processes. Return to signed document/s owners or assist with mailing where required.
• Collate and produce materials meeting presentations memos charts tables graphs etc. as directed
• Conduct research and provide initial analysis for various business projects reports and events.
• Due diligence when sourcing new vendors working with Procurement and following Company vendor policies.
• Prepare and submit expense reports for self and as an assigned delegate.
• Process Workday requests per assigned delegations.
• Review incoming correspondence from external sources and appropriately distribute or upload into Enterprise Risk systems for Company reply.
• Actively support senior leaders within the assigned Executives downline.
• Ad hoc items per leader/s request

Operational Oversite Site and Staff Management

• Oversee daily office operations; scheduling of Building Ambassadors front-of-house readiness visitor handling shared space management mail / packages and supplies.
• Oversee daily staffing of Main Phone Line - Operator for Company.
• Closely partner with facilities management to oversee vendor activity on site via Building Ambassadors.
• Jointly support on-site meetings / events with Building Ambassadors (room booking A/V readiness catering signage restore spaces to professional standard).
• Monitor service levels and risks; make necessary adjustments by liaising with Facilities and Safety teams.
• Oversee desk and office assignments for sites and update accompanying floor-plans.
• Oversee furniture art or other office equipment purchases or relocations coordinating closely with Facilities and Building Ambassadors
• Monitor visible compliance signage / posters; uphold site safety practices and assist with annual site safety drills alongside Corporate Safety Officer and department leaders.

Team Leadership (Building Ambassadors & Executive Assistants)

Supervisory Responsibilities

• Lead coach and develop Ambassadors and Executive Assistants; set coverage schedules; manage goals check-ins and performance feedback.
• Foster a stakeholder-centric high-service culture across the admin team.
• Review and approve administrative system requests per policy.
• Build and maintain SOPs onboarding materials and administrative processes where required.
• Lead administrative staff to provide concierge level service for onsite C-Suite and Senior Leadership and provide general office services to all staff at this location maintaining a high corporate standard.
• Lead administrative staff to provide consistent and professional onboarding for new staff at this location.
• Lead administrative staff in the management of on-site meetings including aiding visitors and on-site staff utilizing the meeting room or other amenities.
• Lead administrative staff in the upkeep of on-site supplies and resources. Also ensuring all equipment remains safe and in working order.
• Lead administrative staff tasked with facility-based projects ensuring theyre completed in a timely manner with minimal impact on the work environment at this location.
• Address and process Workday requests for each of the administrative staff at this location.
• Liaise with the C-Suite or Senior Leaders of each administrative role to ensure quality of work and service is meeting the business goals of Leader/s.
• Timely approval of administrative staff system requests expenses IT and other procurement items.

General Responsibilities

• Perform tasks and projects as assigned; adapt to evolving organizational needs while maintaining compliance and professional standards.
• Keep work area and records in a neat and orderly manner.
• Maintain all company-supplied equipment in safe and working order.
• Always maintain the confidentiality of all patient and employee information.
• Maintain files and other records for various projects.

EDUCATION/CERTIFICATIONS & LICENSES:

• High school diploma required.
• A bachelors degree in healthcare or other business administration.
• In lieu of a degree 10 years of experience is required or the equivalent combination of education and experience.
• Certifications/Licenses: - Valid state Drivers License for travel to satellite offices and offsite meetings.
• Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy is required.

EXPERIENCE:

• Professional healthcare or corporate environment.
• 10 years of executive administrative experience supporting senior leaders; healthcare or complex corporate environment preferred.
• 3 years of team leadership / supervision across administrative / front of house functions.
• Customer service experience highly regarded.

CORE COMPETENCIES KNOWLEDGE/SKILLS/ABILITIES:

• Strong critical thinking skills including problem-solving analysis decision-making planning time management and Organization skills.
• Must be detail-oriented with the ability to exercise independent judgment.
• Developed interpersonal skills emotional intelligence diplomacy and tact.
• Strong verbal and written communication and active listener.
• Solid time management with the ability to prioritize multiple tasks.
• Ability to collaborate across various levels of management departments and teams.
• Comfortable negotiating problems and exploring solutions with any company stakeholder.
• Strong customer service focus.
• Effectively manages own time conflicting priorities self stress and professional development.
• Can work effectively in a fast-paced corporate environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders which could include office sites.
• Proficient in MS Office Suite and Adobe products. SharePoint knowledge is valuable.
• Can work autonomously.
• Always maintains confidentiality.

VALUES:

• Patient First Keeping the patient at the center of everything we do
• Accountability Taking responsibility for our actions
• Commitment & Care Upholding FCS vision through every action
• Team Working together one team one mission

Expectations for all Employees

Every FCS employee is expected to regularly conduct themselves in a professional and respectful manner to comply with all labor laws workplace policy and workplace practices. Employees are expected to bring issues of any forms of workplace harassment discrimination or other potential improprieties to the attention of their management or the human resources department.

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SCREENINGS Background drug and nicotine screens

Safeguarding our patients and each other is an important part of how we deliver the best care possible to the communities we serve. All offers of employment at Florida Cancer Specialists & Research Institute are contingent upon clear results of a thorough background screening. Additionally as a condition of employment FCS requires all new hires to receive various vaccinations including the influenza vaccine barring an approved addition FCS is a drug-free workplace and all new hires will be subject to drug/ nicotine testing. Medical Marijuana cards are not recognized.

EEOC

Florida Cancer Specialists & Research Institute (FCS) is committed to helping individuals with disabilities to participate in the workforce and ensure equal opportunity to compete for jobs. If you require an accommodation to submit a resume for positions at FCS please email FCS Recruitment () for further assistance. Please note this email address is intended to request an accommodation as part of the application process. Any other correspondence will not receive a response.

FCS is an EEO/Affirmative Action Employer and does not discriminate on the basis of age race color religion gender sexual orientation gender identity gender expression national origin protected veteran status disability or any other legally protected status.