Administrative Assistant

HCA•Nashville, TN

30d

About The Position

This position provides a full range of administrative and clerical support to assigned teams and/or secretarial and advanced clerical functions in support of assigned department employees.

Requirements

Bachelor's degree preferred
Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferred; maybe substituted with 7+ years of departmental support
Advanced knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point) required
Intermediate knowledge of Visio preferred but not required
Typing proficiency of at least 50-55 words per minute

Nice To Haves

Intermediate knowledge of Visio preferred but not required

Responsibilities

Power Point presentation development.
Ensures adequacy of office supplies and equipment.
Receive, sort and distribute incoming mail.
Receive and interact with incoming visitors.
Cover the reception desk when required and as needed.
Provides backup support for other Assistants within the department. Proactively schedules time away from the office with consideration for backup support.
Maintain strong interpersonal relationships with employees at all levels of the organization.
Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the workplace.
Supports all departmental employees in the following areas:
Maintains individual team member calendars ensuring the calendars are up-to-date, contain the pertinent information and proactively resolves scheduling conflicts.
Coordinates schedules, prioritize functions and appointments, and makes certain that deadlines are met and other duties are carried out seamlessly.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Schedule and organize complex activities, such as meetings, travel, training sessions and department activities.
Prepare itineraries, agendas, and register staff as needed for meetings and conferences.
Process and submit expense reports for business expenditures.
Copy and assembly of agenda, handouts and presentations.
Maintaining email distribution lists.
Design and maintain spreadsheets and databases specific to the department.
Compiles reports from data and existing records.
Actively support team efforts during special events and annual meetings.
Maintains strict confidentiality.
Keeps the team informed and interacts with other departments as needed.
Maintains desk guidebook including contact information, profiles for department personnel, and frequently requested company information.
Proofreads communication, documents, presentations, and other assigned tasks for spelling, grammar, layout, and uniformity, making appropriate changes prior to distribution. Responsible for accuracy and clarity of final version.
Answer complex functional questions that may require additional research and follow-up.
Uses interpersonal skills and exercises sound judgment in a variety of situations including but not limited to how duties and responsibilities are completed between co-workers, the supervisory chain, members and suppliers.
Ensures operation of office equipment, order maintenance when necessary. Troubleshoots malfunction of office equipment.
Proactively anticipates the needs of the team.
Accurately follows instructions and/or follows established department protocols and procedures.
Assists other staff as requested.

Benefits

Comprehensive medical coverage that covers many common services at no cost or for a low copay. Plans include prescription drug and behavioral health coverage as well as free telemedicine services and free AirMed medical transportation.
Additional options for dental and vision benefits, life and disability coverage, flexible spending accounts, supplemental health protection plans (accident, critical illness, hospital indemnity), auto and home insurance, identity theft protection, legal counseling, long-term care coverage, moving assistance, pet insurance and more.
Free counseling services and resources for emotional, physical and financial wellbeing
401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service)
Employee Stock Purchase Plan with 10% off HCA Healthcare stock
Family support through fertility and family building benefits with Progyny and adoption assistance.
Referral services for child, elder and pet care, home and auto repair, event planning and more
Consumer discounts through Abenity and Consumer Discounts
Retirement readiness, rollover assistance services and preferred banking partnerships
Education assistance (tuition, student loan, certification support, dependent scholarships)
Colleague recognition program
Time Away From Work Program (paid time off, paid family leave, long- and short-term disability coverage and leaves of absence)
Employee Health Assistance Fund that offers free employee-only coverage to full-time and part-time colleagues based on income.