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Executive Assistant & Office Administrator - Nashville

Administrative
Ref: 284 Date Posted: Tuesday 02 Oct 2018
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Elevation Search Solutions is actively seeking an Office Administrator/Executive Assistant for the Nashville market. Our client is a premier association of health care industry leaders working together to inspire global collaboration to improve health care by serving as a catalyst for leadership and innovation.

What will you be doing:

The Office Administrator/Executive Assistance serves in a support role to the President and Chief Operating Officer of a dynamic organization serving the needs of our membership base and industry trends. In addition to supporting the President, this position requires a flexible team player able to handle different and changing responsibilities, including managing and performing administrative duties all with the utmost confidentiality and providing support to other senior level team members, as needed and requested.

President and COO Support:

Assistance to President and COO:

  • Calendar management
  • Council Board assistance
  • Serve as primary contact with executive assistants of directors, keeping them informed of important dates, etc.
  • Manage logistics for board meetings and preparation of board books
  • Travel arrangements
  • Correspondence including emails as directed
  • Expense report preparation
  • Meeting preparation including confirming daily meetings, assembly of binders/project related folders as needed, reserving meeting space, etc. o International study mission assistance
  • Support as needed/requested

Operations Support:

  • Perform general office management functions including answering main phone line, processing the mail, ordering office supplies, receiving visitors, etc. all while maintaining the highest level of customer service and professionalism.
  • Manage mailings and distribution of organization materials
  • Manage vendor relations, including being point person for researching and placing orders of gifts for members or organization initiatives
  • Assist in staff onboarding
  • Manage office equipment/furniture needs
  • Data entry into organization database

Team Support: Assistance as needed/requested will be vetted through the COO to help manage work flow but may include:

Fellows:

  • Management and organization of application
  • Prep and organize delivery of Fellows acceptance packages
  • Fellows survey
  • Support as needed/requested

Events:

  • Pre/Post event badge preparation/reconciliation
  • Staff events as needed
  • Support as needed/requested

Membership:

  • Field calls to answer general membership questions
  • Data entry
  • Support as needed/requested

Communications:

  • Maintain and update website through basic content management system
  • Develop, schedule, send and track invitations through email marketing service
  • Support as needed/requested

Leadership Health Care:

  • Create digital board book
  • Support as needed/requested

What you need to have:

  • Minimum high school diploma; Bachelor’s degree beneficial
  • Minimum 3-5 years of office experience
  • A team-oriented attitude while being a highly motivated self-starter
  • Detail oriented with exceptional organizational, interpersonal and communications skills
  • Display and set a positive attitude within the office
  • Multi-task oriented with ability to meet deadlines despite frequent interruptions
  • Computer proficiency to manage (or learn) database and Emma email service
  • High level of computer proficiency in utilizing Microsoft Office software (Outlook, Word, Excel, PowerPoint)
  • Ability to implement efficiency in flow of information within office
  • Ability to maintain confidentiality
  • Knowledge of the health care industry a plus
  • Must have reliable mode of transportation and a valid driver’s license