Job Description

Executive Assistant - Hybrid Opportunity

This role is hybrid, with on-site work required at our corporate office in Brentwood, TN, Monday through Wednesday. Please confirm you are able to meet this requirement.

GENERAL SUMMARY OF DUTIES

Supports senior managers and provides timely, high-quality assistance in all administrative and clerical capacities to top-level executives within the hospital. Impeccably skilled and organized with the ability to schedule meetings, make travel arrangements, and organize short and long-term calendars. Anticipates and addresses the needs of senior leadership and performs all administrative tasks necessary to ensure the hospital workflow runs at maximum efficiency.

Contract Management

Contract activity with moderate to high risk to the hospital. Contract activity may be non-routine and require development of specialized contract vehicles and techniques to accomplish business goals and objectives. Generally, involves independent judgment and analysis of significant issue identification and resolution. May require development of new contract policies and processes or assessment of required deviations from
established norm.

ESSENTIAL FUNCTIONS

• Manage and coordinate daily, weekly, and monthly calendars of senior managers. Schedule necessary meetings and create, transcribe, and distribute meeting agendas and minutes.
• Make and confirm all travel arrangements. Organize logistics and plan events. Setup accommodation and entertainment arrangements for company visitors.
• Prepare correspondence, reports, and materials for publications and presentations. Generate regular reports, manage spreadsheets, and update databases.
• Maintain log for all policies/procedures, plans, and contracts approved by the medical staff and the board.
• Greet and receive visitors. Manage phone calls and emails with professionalism. Respond in a timely fashion to managers' requests.
• Establishes highest-level contract strategy and drives implementation of strategic contract opportunities with the most significant impact to the corporation.
• Provides contractual domain expertise in implementation, execution and administration. Ensures all contracts are up to date and meeting the quality indicators if it is applicable. Organize, locate, and update contracts as well as send to legal (corporate). Receives all original documents (Contract Services Cover Page; Appendix A) of any contract proposal. Work with Activault; upload all new contracts into the system. Establish a system for processing, reviewing, and renewing contracts.

REQUIREMENTS

• Associates Degree in business preferred.

EXPERIENCE

• Minimum of 3 years of secretarial experience.
• 3-5 years of contract experience.
• Paralegal experience preferred.
  
  

KNOWLEDGE/SKILLS/ABILITIES

• Successful work experience as an Executive Assistant, Administrative Assistant or similar role.
• Strong working knowledge of office procedures and protocols
• Proficiency with computer systems, including experience with office management systems, Microsoft Office suite, and the ability to learn new software applications.
• Proficiency with Power Point, Data Analysis, and Spreadsheets.
• Familiarity with cloud systems and calendaring software.
• Comfortable using all necessary office equipment, including printers and fax machines.
• Excellent professional communication skills, written and verbal and the ability to type 60 WPM.
• Commitment to discretion and confidentiality concerning sensitive company information.
• Excellent organizational skills, a proactive mindset, and ability to multitask and prioritize work.
• Additional duties as assigned.

Contract Management:

• Excellent presentation, teambuilding and leadership skills.
• Ability to draft moderate to complex, non-routine contractual instruments.
• Ability to perform in complex cross-functional business environment
• Motivational and visionary leadership skills.
• Requires high degree of independent and creative judgment.
• Working to excellent knowledge of corporate policies and procedures, coupled with ability to identify required
• improvement to established policies and to communicate implementation procedures to others.

Benefits:

• Comprehensive health, dental, and vision insurance
• Health Savings Account with an employer contribution
• Life Insurance
• PTO
• 401(k) retirement plan with a company match
• And more!

ENVIRONMENTAL/WORKING CONDITIONS Normal busy office environment with much telephone work. Possible long hours as needed. The description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.

*If you are viewing this role on a job board such as Indeed.com or LinkedIn, please know that pay bands are auto assigned and may not reflect the true pay band within the organization.

*No Recruiters Please