Executive Assistant

Tennessee Oncology•Nashville, TN

16d

About The Position

The Executive Assistant (EA) to the Chief Human Resources Officer (CHRO) serves as a strategic partner, providing high-level administrative, operational, and analytical support. This role goes beyond traditional administrative duties by incorporating data-driven insights, cross-functional coordination, and executive-level communication, ensuring the CHRO can effectively lead organizational priorities. The position requires exceptional organizational ability, business acumen, discretion, and the capacity to manage competing priorities in a fast-paced environment.

Requirements

Advanced proficiency in Microsoft Office Suite: Excel (pivot tables, VLOOKUP/XLOOKUP, data analysis) PowerPoint (executive presentations) Word (professional documentation)
Strong analytical and problem-solving skills with the ability to interpret complex data.
Excellent written and verbal communication skills, with the ability to tailor messaging for executive audiences.
High level of discretion, professionalism, and emotional intelligence.
Ability to manage multiple priorities independently while collaborating across teams.
Strong attention to detail and commitment to accuracy.
Bachelor’s degree in Business, Human Resources, or a related field required.
5+ years of experience supporting senior executives, ideally in HR or a corporate environment required.
Demonstrated experience with data analysis, reporting, or HR metrics.
Experience working in fast-paced, high-growth, or complex organizational environments.

Nice To Haves

Experience with HR systems (e.g., Workday) and data visualization tools (e.g., Power BI, Tableau) preferred.

Responsibilities

Administrative Support
Manage and optimize complex executive calendars, including prioritizing competing demands, resolving scheduling conflicts, and aligning meetings with strategic priorities.
Coordinate travel arrangements, including itineraries, accommodations, expense tracking, and contingency planning.
Draft, edit, and format high-quality correspondence, presentations, board materials, and reports with a strong attention to detail and executive tone.
Prepare briefing materials in advance of meetings, ensuring the CHRO is equipped with relevant background, talking points, and data.
Coordinate logistics for meetings (executive, board-level, and cross-functional), including agenda creation, document distribution, note-taking, and tracking follow-up actions.
Represent the CHRO in meetings, as appropriate, by communicating priorities, capturing key discussions, and ensuring alignment on follow-up actions and deliverables.
Data Analytics
This is a high-impact component of the role, requiring both technical and analytical thinking:
Data Collection & Integration
Aggregate HR data from multiple systems and sources, including: Workday HCM (headcount, turnover, compensation, performance) Employee engagement surveys and pulse surveys Exit interviews and retention data Talent acquisition metrics (time-to-fill, cost-per-hire) External benchmarks (labor market data, competitor practices, government statistics)
Ensure data accuracy, consistency, and integrity by validating inputs and reconciling discrepancies across systems.
Data Analysis & Interpretation
Identify patterns, correlations, and anomalies to uncover insights that inform HR and business decisions.
Perform comparative analysis (e.g., year-over-year trends, department-level performance, industry benchmarks).
Translate raw data into meaningful insights that align with business strategy.
Reporting & Visualization
Develop and maintain dashboards and reports using tools such as Excel (advanced formulas, pivot tables), or similar platforms.
Create visually compelling presentations (charts, graphs, executive summaries) tailored for senior leadership and board audiences.
Automate recurring reports to improve efficiency and consistency.
Strategic Insights & Recommendations
Provide actionable recommendations based on data (e.g., improving retention, optimizing workforce planning, enhancing engagement).
Support HR initiatives such as recruitment strategies, succession planning, and talent development through data-backed insights.
Process Improvement & Systems Optimization
Identify inefficiencies in reporting processes and recommend enhancements or automation opportunities.
Partner with Comp and Benefits Manager to improve data infrastructure, reporting tools, and system integration.
Standardize CHRO reporting methodologies and documentation for consistency across the organization.
Strategic Coordination
Act as a gatekeeper and facilitator for the CHRO by assessing priorities, triaging issues, and ensuring timely follow-up on critical matters.
Track progress of key HR and organizational initiatives, ensuring deadlines, deliverables, and milestones are met.
Assist in preparing materials for executive leadership meetings, board presentations, and strategic planning sessions.
Conduct research on emerging HR trends, competitive practices, and organizational strategies to support decision-making.
Serve as a liaison between the CHRO and internal/external stakeholders, ensuring alignment and clear communication.
Confidentiality & Communication
Handle highly sensitive information (e.g., employee relations issues, compensation data, organizational changes) with strict confidentiality.
Facilitate communication between HR and other departments, fostering collaboration and trust.
Represent the CHRO with professionalism and discretion in all interactions.
Project & Event Management
Lead or support cross-functional projects such as leadership development programs, employee engagement initiatives, and organizational transformation efforts.
Develop project plans, timelines, and tracking mechanisms to ensure successful execution.
Coordinate logistics for events (training sessions, executive retreats, recognition programs), including vendor management and budgeting.
Assist in creating internal communications and promotional materials to support HR initiatives and company culture.
Operational Excellence
Establish and maintain organized systems for document management and tracking.
Monitor incoming requests and communications, ensuring timely responses and appropriate prioritization.
Continuously evaluate and improve administrative workflows, leveraging technology and best practices.
Implement tools or processes that enhance the efficiency, accuracy, and scalability of support functions.