Administrative Assistant

4 weeks ago

Nashville, United States Robert Half Full time

Interested in an Admistatrative Assistant position for a Fortune 500 Healthcare company in Nashville, TN? Robert Half's reputable client is soon beginning interviews for this role


Job Summary:

The Administrative Assistant is responsible for providing a high level of professionalism and confidentiality in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful, and efficient.


General Responsibilities:

  • Administrative Support-Performs complex administrative duties, including coordinating resources across corporate functions. Composes routine correspondence with internal and external contacts.
  • Executive Calendar Management-Manage multiple Outlook Calendars. Interaction with both internal and external executives and assistants, as well as consultants and vendor partners. Coordination of a variety of complex executive meetings. Must be able to use best judgment to prioritize the executives time based on greatest need. Travel scheduling for multiple executives, logistics manipulation, and problem-solving.
  • Time Management-Conserves executives time by reading, researching, and routing correspondence; drafting internal and external correspondence; collecting and analyzing information; initiating telecommunications. Ability to multi-task and meet changing deadlines.
  • Document preparation and record management, including processing expense reports and invoices; handling mail, faxes and copying as needed; maintaining department phone and email distribution lists; maintaining department organizational charts and properly storing legal agreements.
  • Event Coordinating-Plan functions as requested, including negotiation with outside vendors for services.
  • Project Management-Lead multiple projects simultaneously; utilize exceptional follow-up skills.
  • Communications-Expert level oral and written communication skills. Ability to communicate vertically and laterally within the organization at all levels. Interact with clients, vendors, and visitors professionally.
  • Coordinating and scheduling small and large scale meeting and conference call logistics. Attends meetings when assigned and reports on actions.
  • Oversee and ensure adequate supplies for department.
  • Completes all arrangements for new departmental employees (schedules new employee orientation, secures technical assets such as computer and mobile phone, and Code of Conduct sessions, etc.).
  • Performs special projects and tasks as assigned to support department priorities, utilizing exceptional follow-up skills.
  • Complete other duties as assigned.


Qualifications:

  • Ability to handle confidential information appropriately.
  • Proficient at Microsoft Word, Excel, Outlook and Power Point.
  • High degree of flexibility required.
  • Good interpersonal skills.
  • Good organizational skills.
  • Ability to multi-task and work independently with minimal supervision.
  • Detail oriented.
  • Ability to effectively communicate.
  • Ability to work and participate in a team environment within and across departments.
  • Demonstrate service oriented mindset.

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