Administrative Assistant - CereCore

­­­­­­­­­­­­Classification: Contract, with a possibility of contract to hire
Contract Length: 3-months

Position Summary

This Administrative Assistant will join our team in Nashville, TN. This individual will work on-site at one of the nation's leading providers of healthcare services, HCA Healthcare.

Responsibilities

• Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential administrative, and advanced clerical functions in support of assigned department employees.
• Power Point presentation development.
• Receive and interact with incoming visitors, Cover the reception desk when required and as needed.
• Provides backup support for other Assistants within the department.
• Maintain strong interpersonal relationships with employees at all levels of the organization.
• Maintains individual team member calendars ensuring the calendars are up-to-date, contain the pertinent information and proactively resolves scheduling conflicts.
• Coordinates schedules, prioritize functions and appointments, and makes certain that deadlines are met and other duties are carried out seamlessly.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Schedule and organize complex activities, such as meetings, travel, training sessions and department activities.
• Prepare itineraries, agendas, and register staff as needed for meetings and conferences.
• Process and submit expense reports for business expenditures.
• Copy and assembly of agenda, handouts and presentations.
• Maintaining email distribution lists.
• Design and maintain spreadsheets and databases specific to the department.
• Compiles reports from data and existing records.
• Practice and adhere to the “Code of Conduct” philosophy and “Mission and Value Statement”.
• Actively support team efforts during special events and annual meetings.
• Maintains strict confidentiality.
• Keeps the team informed and interacts with other departments as needed.
• Maintains desk guidebook including contact information, profiles for department personnel, and frequently requested company information.
• Proofreads communication, documents, presentations, and other assigned tasks for spelling, grammar, layout, and uniformity, making appropriate changes prior to distribution. Responsible for accuracy and clarity of final version.
• Answer complex functional questions that may require additional research and follow-up.
• Uses interpersonal skills and exercises sound judgment in a variety of situations including but not limited to how duties and responsibilities are completed between co-workers, the supervisory chain, members and suppliers.
• Ensures operation of office equipment, order maintenance when necessary. Troubleshoots malfunction of office equipment.
• Proactively anticipates the needs of the team.
• Accurately follows instructions and/or follows established department protocols and procedures.
• Assists other staff as requested.

Requirements

• Knowledge of administrative procedures, grammar, spelling and punctuation to type from draft copy.

• Knowledge of basic arithmetic to make calculations, balance and reconcile figures and make changes accurately.

• Knowledge of Concur expense management system preferred but not required.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with scrupulous attention to detail.

• Strong written and verbal communication skills.

• Ability to anticipate individual team member needs and with great foresight, take care of their needs before the individual is aware of them.

• Ability to work with ambiguity and desire to sort through necessary details to bring issues to closure without prodding.

• Demonstrates proactive approaches to problem-solving with strong decision-making capability.

• Ability to achieve high performance goals and meet deadlines in a fast-paced environment.

• Highly resourceful team-player, with the ability to be extremely effective independently.

• Ability to juggle numerous tasks and even after being pulled away repeatedly, must be able to return to the original task and complete it on time.

• Comfortable insisting on getting results they need with diligent follow-up without being confrontational.

• Adept at getting things done. Actively managing team calendars handling tasks that are non-essential to the individual’s job role.

• Ability to focus and manage multiple conflicting priorities without loss of composure.

• Self-starter that works effectively without constant and direct supervision or guidance and capable of independent thought and independent action.

• Being conscious of other’s reactions and practice tact, diplomacy and flexibility to respond effectively and appropriately.

• Accountable, confident and professional.
  

• Bachelor’s degree preferred

• Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferred; maybe substituted with 7+ years of departmental support
• Advanced knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point) required
• Intermediate knowledge of Visio preferred but not required
• Typing proficiency of at least 50-55 words per minute