Summary
Overview
Work History
Education
Skills
Awards
Volunteer Experience
Timeline
Generic

Tara Ortiz-Picado

Executive Assistant
Jacksonville,FL

Summary

Driven and resourceful administrative professional with 17+ years of experience. My career journey is marked by a commitment to excellence, leveraging executive-level skills to elevate administrative operations. I excel in fostering high-level efficiencies and delivering impactful outcomes, driven by a passion for enhancing healthcare delivery and organizational success.

Overview

19
19
years of professional experience
4
4
years of post-secondary education

Work History

Chief Nursing Officer Executive Assistant

Ascension St. Vincent’s Healthcare
11.2023 - Current
  • Coordinate and oversee complex calendars, scheduling appointments, meetings, and travel arrangements for one executive and two Nursing Directors, along with their respective support staff
  • Coordinate logistics for high-profile events and conferences, ensuring seamless execution
  • Draft correspondence and reports, maintain confidential files, and handle sensitive information with discretion
  • Conduct research, compile data, and prepare presentations for executive meetings
  • Improve office efficiency by implementing new organizational systems and processes
  • Liaise with internal departments, external stakeholders, and clients on behalf of executives.

Interim Executive Assistant

Ascension St. Vincent’s Healthcare
08.2023 - 11.2024
  • Provide extensive administrative support to Hospital executive leadership team members: CEO, CMO, COO, CFO, and CNO
  • Act as a proactive problem solver, adept at anticipating needs and resolving issues promptly to ensure seamless operations
  • Demonstrate exceptional communication skills, facilitating effective interactions and information dissemination among senior leadership and stakeholders
  • Maintain meticulous attention to detail in managing calendars, scheduling meetings, and preparing correspondence, ensuring accuracy and efficiency in all tasks
  • Exhibit flexibility in adapting to dynamic priorities and schedules while consistently delivering high-quality administrative assistance
  • Uphold strict confidentiality regarding sensitive information and high-level discussions, maintaining trust and discretion across all levels of the organization.

Administrative Assistant-Pharmacy Services

Ascension St. Vincent’s Healthcare
02.2015 - 11.2024
  • Support all six Pharmacy departments in the FL Jacksonville Market
  • Assist Vice President of Pharmacy, Regional Director, managers, support staff, residents, and associates
  • Handle invoicing, event planning, and contract processing using PeopleSoft
  • Maintain associates' files, process Purchase card transactions, and manage catering requests
  • Ensure compliance with Florida Board of Pharmacy permits, DEA licenses, and staff licensing
  • Manage Narcotic waste spreadsheets and submit details to the DEA
  • Implement MEDDATA software pilot and guidelines for patient assistance projects
  • Provide reimbursement information on prescribed chemotherapy regimens
  • Facilitate live training for patient access to Patient Assistance Programs (PAP)
  • Contribute to special projects and task teams within the National Ascension Health Organization.

Pharmacy Reimbursement Analyst for St. Vincent's Healthcare

Pharmacy Healthcare Solutions
05.2011 - 02.2015
  • Identify and qualify patients for indigent drug programs, ensuring eligibility
  • Interface with program administrators to facilitate reimbursement assistance from drug manufacturers
  • Monitor and update changes in indigent care programs for accuracy
  • Pull and verify medical records, including ICD-9 codes and flow sheets
  • Maintain patient-specific reimbursement information for product tracking
  • Manage a database including receivables, issues, forms, and manufacturer programs
  • Track and document cost savings from indigent care and reimbursement programs
  • Assist in developing reimbursement policies to optimize program efficiency.

Accounts Payable Associate

Ascension St. Vincent’s Healthcare
09.2007 - 05.2011
  • Processed invoices for Ascension St
  • Vincent’s Southside and Ascension Medical Group entities
  • Verified and maintained all 1099 vendors
  • Verified items billed and received against purchase orders
  • Made timely payments to vendors
  • Reviewed monthly statements and resolved discrepancies promptly
  • Operated a multiple line switchboard and managed incoming/outgoing mail
  • Maintained filing systems and upheld positive vendor relations.

On-site Construction Office Manager

John Carlo Inc.
05.2006 - 09.2007
  • Managed daily office operations for construction site, overseeing administrative functions to ensure efficient project support
  • Processed accounts payable and accounts receivable, ensuring accurate and timely payment processing and billing
  • Generated and maintained detailed financial reports, including expense tracking and budget management
  • Handled human resources functions, including recruitment, onboarding, and maintenance of employee records
  • Prepared and reviewed contracts, change orders, and subcontractor agreements for accuracy and compliance
  • Managed correspondence and communications with clients, subcontractors, and vendors
  • Monitored project timelines and deadlines, coordinating schedules to meet construction milestones
  • Oversaw procurement of office supplies and equipment, ensuring adequate inventory levels and cost-efficiency
  • Maintained filing systems and organized project documentation for easy retrieval and reference.
  • Completed bi-weekly payroll for 100+ employees

Education

Associate of Arts in Business Administration -

Florida State College At Jacksonville (FSCJ)
Jacksonville, FL
06.2024 - Current

High School Diploma -

First Coast High School
Jacksonville, FL
08.2002 - 05.2006

Skills

  • Calendar Management
  • Travel Coordination
  • Microsoft Word, Excel, Powerpoint
  • Google Docs, Sheets, Slides, Drive
  • Executive Support
  • Report and Document Preparation
  • Medical Terminology
  • Customer Service
  • Office Management
  • Event Coordinator
  • Process Implementation
  • Records Maintenance
  • Awards

    Awarded the Reimbursement Analyst of the Quarter (2013)

    Volunteer Experience

    • Worked in the St. Vincent’s Food Pantry, was Team Captain for the American Heart Association/ Heart Walk, and team Captain for Adopt a Family.
    • Medical Mission at Home — 2007-Current

    Hospital Outreach Program designed to provide Medical Care to the poor and vulnerable

    Timeline

    Associate of Arts in Business Administration -

    Florida State College At Jacksonville (FSCJ)
    06.2024 - Current

    Chief Nursing Officer Executive Assistant

    Ascension St. Vincent’s Healthcare
    11.2023 - Current

    Interim Executive Assistant

    Ascension St. Vincent’s Healthcare
    08.2023 - 11.2024

    Administrative Assistant-Pharmacy Services

    Ascension St. Vincent’s Healthcare
    02.2015 - 11.2024

    Pharmacy Reimbursement Analyst for St. Vincent's Healthcare

    Pharmacy Healthcare Solutions
    05.2011 - 02.2015

    Accounts Payable Associate

    Ascension St. Vincent’s Healthcare
    09.2007 - 05.2011

    On-site Construction Office Manager

    John Carlo Inc.
    05.2006 - 09.2007

    High School Diploma -

    First Coast High School
    08.2002 - 05.2006
    Tara Ortiz-PicadoExecutive Assistant