Job Description

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

OLA (Legal Affairs) 20

Job Summary:

ROLE OVERVIEW:

The Executive Assistant provides high-level administrative support to multiple in-house attorneys of the Vanderbilt Health system's Legal Affairs department and reports directly to the Managing Counsel for Hospital Operations. This position serves as a key point of contact for internal and external stakeholders and is responsible for coordinating daily operations, managing complex schedules, maintaining attorney licensure and professional development requirements, and supporting the overall efficiency of the legal team. The ideal candidate is highly organized and attentive to detail, communicates professionally and collaboratively, and demonstrates the ability to manage multiple priorities and deadlines in a fast-paced healthcare environment. The ability to maintain confidentiality and privacy is essential.

This position plays a critical role in ensuring the efficient operation of the Legal Affairs department and supporting attorneys in delivering timely, high-quality legal services to the healthcare system.

POSITION SUMMARY

Provide comprehensive administrative support to multiple in-house attorneys and Managing Counsel for Hospital Operations with minimal guidance. The responsibilities listed are a general overview of the position, and additional duties may be assigned.

Administrative and Executive Support

• Prioritize competing requests and proactively identify and manage scheduling conflicts.
• Triage incoming calls, emails, inquiries, and legal service requests and direct matters to the appropriate attorney or department representative. Manage complex calendars, schedule meetings, and coordinate conference calls.
• Maintain file organization and updates to manuals and online resources for attorneys.
• Prepare correspondence and other professional documents, support attorneys in obtaining all necessary signatures and distribution of final correspondence.
• Assist attorneys with logistics around document products and settlement agreements.
• Arrange travel and registration needs for attorney conferences, speaking engagements, and client activities.
• Maintain oversight for tracking attorney licensure compliance, professional memberships, and all associated dues and fees.
• Communicate professionally and effectively with executives, physicians, administrators, outside counsel, regulators, employees, and other stakeholders.
• Maintain and file electronic and hard copy files/documents/correspondences/etc. for attorneys and prepare inventory of files to be moved to archives.
• Maintain and update matters and matter details and proactively assist the attorneys in managing their matters/requests.
• Assist in preparation for certain legal proceedings, draft legal correspondence, and prepare medical center documents for certification by the attorney.

Presentation and Meeting Support

• Create, edit, and format PowerPoint presentations, meeting materials, legal memos and documents, and executive-level reports.
• Coordinate logistics for department meetings, training sessions, special events, and all in-person events, such as in-person meetings, such as intraoffice meetings, client meetings, interviews, depositions, mediations, and administrative procedures.
• Be available in the office for in-person meetings, as requested by attorneys.
• Support special projects and process improvement initiatives.

Departmental Support

• Participate with other administrative staff in maintaining and coordinating the department's after-hour call schedule.
• Provide back-up administrative coverage for other members of the legal and administrative team as needed.
• Maintain collaborative working relationships with other attorneys, paralegals, legal assistants, and business directors within the department.

TECHNICAL CAPABILITIES

• Clerical/Administrative (Advanced): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
• Document Management (Intermediate): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured using a document scanner.
• Project Tracking & Reporting (Novice): The ability to track the progress of a project and report on the status.
• Human Resources Policies and Procedures (Novice): Knowledge, adherence and application of human resources policies and procedures.
• Ad Hoc Reporting (Novice): The ability to access information from databases and prepare reports.
• Data Analysis (Novice): The ability to analyze data in an accurate manner.

Qualifications

• High school diploma or GED
• Minimum of 5 years of executive or administrative support experience, preferably supporting legal, healthcare, executive leadership, or professional services teams.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong verbal and written communication skills.
• Exceptional organizational and time-management skills with exceptional attention to detail.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated experience managing complex calendars and coordinating multiple priorities.
• Ability to work independently while effectively collaborating with team members.
• Ability to move effectively between tasks in a fast-paced environment.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

• Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers.

Core Capabilities :

Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

3 years

Education:

High School Diploma or GED

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.