Executive Assistant - Hybrid

Surgery Partners Careers•Nashville, TN

2d•Hybrid

About The Position

This is a hybrid position based at our beautiful corporate office in Brentwood, TN, with on-site work required Monday through Wednesday. The role involves managing and coordinating executive calendars, scheduling travel, preparing materials for presentations, generating reports, managing databases, handling phone calls and emails, and greeting visitors. The position requires a high degree of discretion and confidentiality, excellent organizational skills, and the ability to multitask and prioritize effectively.

Requirements

Associates Degree in business preferred.
Minimum of 7–10 years of experience supporting senior executives, with C-suite experience preferred.
Successful work experience as an Executive Assistant, Administrative Assistant or similar role.
Strong working knowledge of office procedures and protocols
Proficiency with computer systems, including experience with office management systems, Microsoft Office suite, and the ability to learn new software applications
Proficiency with Power Point, Data Analysis, and Spreadsheets
Familiarity with cloud systems and calendaring software
Comfortable using all necessary office equipment, including printers and fax machines
Excellent professional communication skills, written and verbal and the ability to type 60 WPM
Comfortable with heavy travel coordination and calendaring.
High level communication and can easily shift/change when needed
Commitment to discretion and confidentiality concerning sensitive company information
Excellent organizational skills, a proactive mindset, and ability to multitask and prioritize work
Ability to draft moderate to complex, non-routine contractual instruments
Ability to perform in complex cross-functional business environment
Requires high degree of independent and creative judgment
Working to excellent knowledge of corporate policies and procedures, coupled with ability to identify required improvement to established policies and to communicate implementation procedures to others
Intellectual curiosity and empathy: Must have the desire to learn all aspects of the business and understand its goals. Should view the attainment of these goals as a critical measure of performance with deep care for the business workforce and be a proactive force behind workforce strategy
Problem-solving: Must be comfortable working with business leaders and managers to address workforce challenges or issues. Rather than viewing problems as "yours," HR should view them as "ours" and be an active part of the solution
Risk-taking and courage: Comfortable saying "no" and offering alternative opinions or actions to business leaders
Digital acumen: Ability to analyze and interpret people-related data use it to help business leaders better understand workforce needs and incorporate results into the workforce strategy and planning
Business-language knowledge: Ability to speak "in business" and have strong business acumen. This comes with knowing the details of the business they are serving and understanding its jargon and acronyms
Networking skills: "Knowing who knows" within the business, as well as externally, is hugely important, as is the ability to develop relationships with those with knowledge and decision-making responsibilities
Change-management skills: Ability to facilitate discussions around change and transformation. Ability to identify in advance where and when change management will be needed and proactively participate in developing plans
Discretion: Business leaders must trust Human Resources with sensitive, "insider" information. A leader needs to know a conversation will be kept confidential
Agility Resourcefulness: Adapts quickly to changing circumstances; cleverly navigates obstacles and constraints
Manages Uncertainty: Comfortable when things are in flux; readily shifts approach or behavior to fit changing circumstances
Bias to Action Action Oriented: Propensity to act or decide and move forward with a logical approach; can decide and act without having the total picture
Delivering Results: Strives for high levels of achievement; maintains a clear and steady focus on meeting goals, despite obstacles; is resilient when encountering setbacks
Customer Focus Identifying with Customers: Understanding who the external and internal customers are and what they value
Managing Complexity Essence: Extracts the core meaning out of complex situations; can separate the important from the noise when problem solving; hunts for the root cause of successes and failures
Manages Conflict: Can hammer out tough agreements and settle disputes equitably. Stays positive, constructive, and respectful, even in disagreements or conflicts
Capability Building Helps Others Succeed: Steps aside and lets others shine; serves as a mentor and coach; helps others apply their strengths and shore up on their weaknesses
Interpersonal Impact People Smart: Reads people well; can articulate the qualities, perspectives, strengths, and weaknesses of others
Influence: Even without direct authority finds common ground and win/win solutions; gaining alignment on the path forward
Strategic Vision Inspires Others: Creates common purpose/shared mind-set; raises other's confidence to tackle challenges; promotes high level of energy and excitement
Visioning: Can anticipate future consequences and trends; articulately paints credible pictures of possibilities and likelihoods

Nice To Haves

C-suite experience preferred.

Responsibilities

Manage and coordinate daily, weekly, and monthly calendars of executives.
Schedule/calendar necessary travel, meetings and create, transcribe, and distribute meeting agendas and minutes (as needed).
Make and confirm all travel arrangements.
Pro-actively organize logistics and plan events.
Setup accommodation and entertainment arrangements for company visitors.
Prepare correspondence, reports, and materials for publications and presentations.
Generate regular reports, manage spreadsheets, and update databases.
Greet and receive visitors.
Manage phone calls and emails with professionalism.
Respond in a timely fashion to managers' requests.