Executive Administrative Assistant - Full Time - Wolf River

West Cancer Center•Germantown, TN

About The Position

The Executive Administrative Assistant provides clerical, travel, scheduling, credentialing, and administrative support to executive staff. Working under the general direction of the Manager, Administrative Services, this role ensures efficient coordination of executive operations while maintaining professionalism, confidentiality, and organizational excellence.

Requirements

Four years of college or technical school; OR ten (10) years or more related experience and/or training; OR an equivalent combination of education and experience.
Excellent organizational and follow-up skills.
Strong verbal and written communication skills.
Strong problem-solving skills.
Ability to organize and prioritize work assignments in a fast-paced environment.
Ability to analyze situations and respond in a timely manner.
Ability to participate in multi-functional teams.
Ability to establish and maintain effective working relationships within West Cancer Center.
Proficiency in computer applications including word processing and e-mail.
Ability to prepare reports and correspondence and present information in small group settings.
Ability to perform mathematical calculations including addition, subtraction, multiplication, and division using standard units.
Ability to carry out detailed written and oral instructions and manage routine problem-solving situations.
Willingness to work additional hours and travel as required.

Responsibilities

Maintain and revise CVs for assigned executive(s); organize and maintain files and records.
Arrange executive travel, prepare detailed itineraries, and submit reimbursement requests.
Prepare weekly agendas covering professional and personal schedules.
Distribute travel and scheduling information to appropriate personnel.
Process incoming and outgoing mail.
Plan and schedule meetings and appointments with dignitaries, management, attorneys, vendors, and other stakeholders.
Coordinate business meetings and appointments.
Interface with departments regarding facility openings or closings due to unforeseen circumstances.
Type correspondence; manage projects; conduct research.
Produce and transmit information including text, data, and graphics.
Conserve executive time by researching and routing correspondence; drafting letters and documents; collecting and analyzing information.
Welcome guests and respond to inquiries in person or by telephone.
Maintain confidentiality and protect sensitive information.
Complete projects and follow up on results.
Prepare reports by collecting and analyzing information.
Maintain filing systems and record meeting discussions.
Manage office supply inventory and ensure timely ordering and receipt of supplies.
Oversee equipment maintenance and coordinate repairs as needed.
Maintain professional knowledge through workshops, publications, and networking.
Review and validate monthly credit card statements and submit to Finance timely.
Conduct internet research as requested.
Run work-related errands for executives as needed.
Create PowerPoint presentations and spreadsheets.
Maintain professionalism, attendance, and compliance with clinic policies.
Interface internally with Nurses, Physicians, and management; externally with attorneys, drug representatives, and travel agents.
Perform all other duties as assigned.