Administrative Assistant

Description

Florida Urology Partners is seeking an administrative assistant to support our operations and business divisions. The Administrative Assistant provides high-level administrative support to the Chief Operating Officer (COO) and works in close coordination with the Executive Administrative Assistant to the COO. This position is responsible for facilitating daily operational and administrative functions at the Corporate Headquarters, including coordinating meeting schedules, managing vendor relationships and appointments, ordering and maintaining office supplies, overseeing courier routes and mail distribution, and other closely related functions. 

The Administrative Assistant also supports patient communication by triaging incoming phone calls and assists in preparing materials and logistics for meetings held at the Corporate Office. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic, fast-paced environment

Principle Accountabilities:

• Provides administrative support to corporate officers and department directors, as needed.
• Maintains organized filing systems and performs copying, scanning, and document management tasks.
• Drafts, proofreads, and distributes emails and correspondence as directed by corporate officers.
• Coordinates and schedules meetings, including preparing agendas and materials as required.
• Creates and manages virtual meeting links to support remote collaboration.
• Monitors and orders office and kitchen supplies to ensure adequate inventory levels.
• Maintains the conference room calendar(s) and ensures meeting spaces are properly prepared.
• Welcomes and assists visitors in a professional and courteous manner.
• Sorts and distributes incoming mail, prepares outgoing mail, and organizes packages for pickup or courier delivery.
• Coordinates and processes overnight shipments to branch locations via courier services.

Job Requirements:

Education:

High School Diploma/Equivalent

Experience:

One year administrative assistant experience or comparable experience

Skills:

Professional Communication: Written and Verbal

Prioritization 

Organization

Exercises Confidentiality 

Attention to Detail 

Interpersonal Relationships

IT Requirements:

Proficiency in all Microsoft Products, Required 

Adept at understanding new systems and processes such as financial ERP system, Phone Reporting tool, etc. 

Physical Demands:

Must be able to sit for 8 hours per day. Must be able to lift 20 lbs.

Working Conditions:

Professional Corporate office setting. 

Requirements

Florida Urology Partners is committed to diversity and does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.