Executive Assistant

Psychiatric Medical Care - Nashville, TN4.7

30+ days agoFull-time

Job Purpose

The ExecutiveAssistant position is a highly visible and critical role within the PMC organization. This position initiates, coordinates, and executes administrative support to multiple members of the Senior Leadership Team(SLT).

Duties and Responsibilities

-The Executive Assistant duties shall include, but not be limited to, the following:
Coordinates SLT members’ calendar and schedules appointments ,ensuring all parties are informed of and -kept abreast of schedule awareness.
-Coordinates travel arrangements for SLT members; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
-Exercisesconsiderablejudgementanddiscretioninhandlingrequestsforappointmentsandtelephonecalls.
Coordinatesmeetingsincludingbutnotlimitedtopreparinganddistributingagendasandothermeetingmaterials, reserving and preparing facilities, and recording and transcribing meeting minutes.
-Composes, types, and distributes professional correspondence and memoranda, e-mails, using individual initiative and as assigned.
-Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
-Performs general clerical duties including but not limited to filing, photocopying, faxing, e-mailing and mailing.
-Reviews/responds to/prepares daily internal/external mail and overnight packages.
-Proactively establishes and maintains highly organized filing system; files correspondence and other records, predominately on an electronic/cloud server.
-Meets and greets visitors in a courteous and professional manner.
-Orders and maintains office supplies and inventory.
-Analyzes and maximizes office productivity.
-Conducts research; compiles and types statistical reports.
-Attends meetings and other functions as needed.
-Preparesworkagreementsandproposalsandmaintainsappropriaterecordsandfiles.
-Assists with special projects as assigned.
-Demonstratesahighlevelofprofessionalismindealingwithconfidentialandsensitiveissues.
-Performs other related duties as assigned by management.

Qualifications

-Education: HS Diploma or GED equivalent required; Associate degree(A.A.)or equivalent preferred
-Experience: three to five years related experience preferred, or equivalent combination of education and experience.
-Excellent verbal and written communication skills.
-Proficient in commonly used Microsoft Office applications(Outlook, Excel, Word, PowerPoint, etc.)
-Knowledge of SharePoint/One Drive, and other email/collaboration technologies.
-Key stroke a minimum of 50 wpm.
-Professional appearance and demeanor
-Ability to manage multiple priorities and workflows
-Ability to support a completely remote executive team.

Working Conditions

This job predominantly works from a professional office environment, with occasional work from a personal home office, but may require some travel to hospital/clinical and corporate office locations.

Physical Requirements

While performing the duties of this job,theemployeeisregularlyrequiredtotalkandhear.Specificvisionabilitiesrequired by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position requires intermittent physical activity, including standing, walking, bending, kneeling, stooping and crouching as well as lifting (up to 50 lbs) and driving.

Direct Reports

This position does not have any direct reports.

Reporting Structure

TheExecutiveAssistantpositionreportsdirectlytotheCorporateController,but indirectly supports all SLT members.

Job Type: Full-time

Experience:

  • Microsoft Office applications (Outlook, Excel, Word, PP): 3 years (Required)
  • Excellent verbal and written communication skills: 3 years (Required)
  • Executive Assistant: 5 years (Required)
  • SharePoint/OneDrive, and other email/collaboration tech: 2 years (Required)

Location:

  • Nashville, TN (Required)