Vanderbilt Health - Nashville, TN

posted 11 days ago

Full-time
Hybrid - Nashville, TN
Hospitals

About the position

In your pivotal role as a Sr. Administrative Assistant, you will serve as a calendar manager, travel coordinator and liaison for three members of departmental leadership under occasional guidance. This is a 40-hour/week hybrid position with onsite responsibilities 3 days/week in the office at 2525 West End Ave. in Nashville, TN. The pay range for this position will be $18.88 to $28.31 per hour. The final rate of compensation will be determined based on years of relevant work experience and current organizational equity.

Responsibilities

  • Serve as a calendar manager to three senior leaders.
  • Creating and effectively managing complex meetings, grants, and conferences for leadership.
  • Managing leadership travel, including booking travel and submitting expense reports on their behalf.
  • Arranging travel and hotel accommodations for external executive visitors.
  • Collaborating on meeting strategies and presentations for high-level external visitor meetings.
  • Establishing and building relationships with internal executives and visiting executives from external institutions.
  • Reconciling monthly p-card transactions for executive level purchases.
  • Scheduling special meetings for leadership as requested.
  • Proactively facilitates and manages administrative functions, including but not limited to supporting and coordinating area initiatives.
  • Assisting with onsite receptionist responsibilities 1-2 days per week.
  • Assisting with complex research program participant, grant-funded travel, including booking airfare, hotel, and airport transportation for travelers with and without disabilities.
  • Assisting with leadership on-site meetings and conferences.
  • Assisting with the execution of VICTR departmental and employment engagement events.
  • Assisting with parking validations for on-site external visitors.
  • Serving as a member of VICTR's Space Management program.
  • Submitting building maintenance tickets as requested.
  • Tracking expenses related to facility requests.
  • Working with external vendors on office furniture orders.
  • Managing monthly floor plans for department.
  • Acting as a liaison for the department's Workforce Support program by answering inquiries, providing information, and addressing concerns.
  • Assisting with special projects as assigned.

Requirements

  • High School Diploma or GED (or equivalent experience) (Required)
  • 4 years of relevant experience (Required)
  • Excellent organizational skills.
  • Excellent Microsoft Office skills, Outlook experience preferred.
  • Ability to work in a dynamic environment.
  • High level of resourcefulness.
  • Excellent time-management skills.
  • Excellent interpersonal skills.
  • Excellent critical thinking skills.
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