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Executive Assistant

3 months ago

Nashville, Tennessee, United States Profound Research Full time

The Company

Profound enables community physicians to offer clinical research as a therapeutic option to their patients. We provide all the infrastructure, non-clinical services, and administrative heavy lifting. The physicians practice medicine, we do everything else, and patients get access to the newest therapies available.

Mission, Vision, Values

o Mission: Ensure that every patient has access to innovative treatments and improve patient lives.

o Vision: The future of medical innovation rests in the hands of physicians and their everyday care delivery decisions.

o Values:

o Compassion: Honor the patient-physician relationship above all else.

o Efficiency: Accountable for outcomes and strive for process perfection.

o Progress: Contribute to continued innovation in medicine while improving health outcomes.

o Integrity: Hold ourselves to the highest ethical, quality, and scientific standards in every activity

Profound Ethos


• Physicians are the Vanguard


• All Decisions Improve Patient Care


• Never Compromise Quality

Why this Role Exists

The Executive Assistant will provide high-level administrative support to the Executive Director and other senior staff.

Responsibilities

· Recruitment and Training:

o Recruit, interview, hire, and train junior administrative staff in the department.

· Administrative Support:

o Provide high-level administrative support and assistance to executives or other assigned leadership staff.

· Document Preparation:

o Perform clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.

· Information Management:

o Manage information flow in a timely manner.

· Travel and Calendar Management:

o Arrange travel and accommodations for executives.

o Manage executives' calendars.

· Meeting Coordination:

o Schedule and attend meetings on behalf of executives.

o Take notes during meetings and record minutes.

· Project Coordination:

o Assist in coordinating special projects or initiatives led by the executives

· Expense Tracking:

o Track and manage expense reports for executives, ensuring accuracy and compliance with company policies.

· Communication Handling:

o Receive incoming communication or memos on behalf of senior staff.

o Review contents, determine importance, and summarize and/or distribute contents to appropriate staff.

· Office Tasks:

o Perform general office tasks, including maintaining records, ordering supplies, and basic bookkeeping.

· Event Planning:

o Assist in planning and organizing company events, conferences, or meetings.

· Customer Service:

o Act as a point of contact for internal and external stakeholders if needed, providing excellent customer service.

· Additional Duties:

o Perform additional duties as assigned by executives.

· Flexibility:

o Perform other related duties as assigned.

Requirements

· Excellent verbal and written communication skills.

· Excellent organizational skills and attention to detail.

· Excellent time management skills with a proven ability to meet deadlines.

· Ability to function well in a high-paced and at times stressful environment.

· Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

· Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Preferred Qualifications

· High school diploma required; Bachelor's degree in Business Administration or related field preferred.

· At least four years of related experience required.

Travel Requirements

· 10% travel- must be present for monthly ELT and board meetings.

Physical Requirements

· Prolonged periods of sitting at a desk and working on a computer, standing and walking.

· Must be able to lift 25 pounds at times.

· Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.

· Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.

· Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.

· The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.