Executive Assistant

Tennessee Hospital Association•Brentwood, TN

30d•Hybrid

About The Position

Provides high-level administrative support to the Executive Vice President/Chief Operating Officer, (EVP/COO) handling both internally and externally focused day-to-day and project-oriented responsibilities. In the absence of the Senior Executive Assistant to the President, provides administrative support to the THA President.

Requirements

Bachelor’s degree plus at least two years of work experience in a similar position or at least four years of work experience in a similar position required.
Excellent communication skills, both written and oral.
Excellent computer skills with extensive knowledge of Microsoft Office programs, including Excel, PowerPoint and Word.
The ability to make travel arrangements via the internet and make changes with very short notice.
The ability to work independently with little or no supervision.
The ability to maintain confidential information regarding THA members and employees.
Dependability and flexibility.
Great organizational skills and the ability to work effectively on multiple projects simultaneously.
The ability to maintain good working relationships with both THA staff and hospital staff members at all levels of the organizations.
The ability to respond to requests and inquiries from the THA membership and employees in a timely manner and with an exceptionally positive attitude.
Excellent time management skills.

Responsibilities

The ability to adapt to a changing work environment and meet challenges presented throughout the day.
Schedule and coordinate daily activities for the EVP/COO, including appointment calendar management, travel planning, and meeting arrangements.
Assist with meeting and presentation preparation by organizing materials and preparing/editing PowerPoints and other documents as needed.
Provide organizational support to EVP/COO around invoices, contracts, and other documents requiring EVP/COO review, approval, and filing.
Assist EVP/COO with outreach and responses to external audiences as needed. Communicate promptly, professionally, and with appropriate discretion with all stakeholders.
Follow up with other members of the THA staff as needed to obtain updates, information, and materials for the EVP/COO.
Provide administrative and project support to the EVP/COO for ongoing projects and special projects, including tracking action items and deadlines.
In the absence of the Senior Executive Assistant to the President, provide administrative support to the THA President.
Draft and edit frequent memos, emails, letters, and other written communications.
Complete the EVP/COO’s expense reports and provide appropriate expense documentation to the accounting department.
Screen, sort, copy, scan, and file mail and correspondence, maintaining organized and confidential records.
Assist the Senior Executive Assistant to the President in compiling and organizing materials for the THA Board of Directors as requested, including meeting materials for the chairman and key senior management staff and orientation materials for new board members.
Handle sensitive and confidential information with discretion and professionalism; exercise sound judgement when managing executive communications, documents, and priorities.
Build and maintain effective working relationships with internal staff, board members, and external partners.
Must be available during regular office hours unless a hybrid work arrangement is in place or job responsibilities require otherwise.
Must be able to occasionally work extended hours, sometimes with short notice, to meet organizational needs.
Must be available for out-of-town travel approximately 2 percent of the time, including overnight.
Perform other related duties as assigned.