Associate Executive Assistant - Onsite at Monroe Carell Jr. Children’s Hospital, Nashville TN

Vanderbilt University Medical Center•Nashville, TN

46d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Chief of Staff, and Executive Vice President. This role is responsible for managing administrative calendars and coordinating meetings, travel arrangements, and expense reporting. The Executive Assistant plays a key role in facilitating executive operations by drafting professional correspondence, preparing communications, and ensuring organizational alignment through the creation and upkeep of org charts. Additionally, this position supports event-related activities by designing materials such as flyers and coordinating logistics. This role requires discretion, strong organizational skills, and the ability to provide seamless, proactive support in a fast-paced executive environment.

Requirements

Proven experience supporting senior-level executives
Excellent written and verbal communication skills
Strong computer proficiency, including Microsoft Office and related tools
Experience with Workday or similar systems
Personable, professional demeanor with strong interpersonal skills
Advanced calendar management and scheduling expertise
Exceptional attention to detail and organizational skills
Adaptable and flexible, with the ability to pivot quickly in a fast-paced environment
Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
Clerical/Administrative (Intermediate): 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.
Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
Financial Processes (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
Bachelor's degree
1 year of relevant work experience

Nice To Haves

Healthcare industry experience preferred
Demonstrated interest in learning and adopting new technologies, including familiarity with AI tools
Prior experience working within the organization strongly preferred

Responsibilities

Performs key administrative functions which may include serving as representative of the organizational area.
Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
Compiles data, analyzes information and summarizes findings in support of an area.
Prepares reports and other documentation as requested.
The responsibilities listed are a general overview of the position and additional duties may be assigned.