Senior Executive Assistant

1 week ago

Nashville, Tennessee, United States Profound Research LLC Full time
About Profound Research LLC
Profound Research LLC empowers community physicians to provide clinical research as a therapeutic option for their patients. We deliver comprehensive infrastructure, non-clinical services, and handle administrative tasks, allowing physicians to focus on patient care while we manage the operational aspects, granting patients access to cutting-edge therapies.

Our Mission, Vision, and Values
Mission: To guarantee that every patient has access to groundbreaking treatments and enhance patient well-being.

Vision: The future of medical innovation is in the hands of physicians and their daily care delivery choices.

Values:
  • Compassion: Prioritize the patient-physician relationship above all.
  • Efficiency: Accountable for outcomes and committed to process excellence.
  • Progress: Contribute to ongoing medical innovation while enhancing health outcomes.
  • Integrity: Uphold the highest ethical, quality, and scientific standards in all activities.
Role Overview
The Executive Assistant plays a crucial role in providing high-level administrative support to the Executive Director and other senior personnel.

Key Responsibilities
  • Recruitment and Training: Oversee the recruitment, interviewing, hiring, and training of junior administrative staff within the department.
  • Administrative Support: Deliver high-level administrative assistance to executives and other leadership personnel.
  • Document Preparation: Execute clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.
  • Information Management: Ensure timely management of information flow.
  • Travel and Calendar Management: Organize travel arrangements and accommodations for executives, as well as manage their calendars.
  • Meeting Coordination: Schedule and attend meetings on behalf of executives, taking notes and recording minutes.
  • Project Coordination: Assist in the coordination of special projects or initiatives led by executives.
  • Expense Tracking: Monitor and manage expense reports for executives, ensuring accuracy and adherence to company policies.
  • Communication Handling: Manage incoming communications or memos for senior staff, reviewing contents, determining importance, and summarizing or distributing as necessary.
  • Office Tasks: Perform general office duties, including maintaining records, ordering supplies, and basic bookkeeping.
  • Event Planning: Support the planning and organization of company events, conferences, or meetings.
  • Customer Service: Serve as a point of contact for internal and external stakeholders, providing excellent customer service.
  • Additional Duties: Carry out additional responsibilities as assigned by executives.
  • Flexibility: Undertake other related duties as required.
Qualifications
  • Exceptional verbal and written communication skills.
  • Strong organizational skills and meticulous attention to detail.
  • Proficient time management skills with a proven ability to meet deadlines.
  • Able to thrive in a fast-paced and sometimes stressful environment.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Highly proficient in 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 a related field preferred.
  • A minimum of four years of relevant experience is required.
Travel Requirements
  • Minimal travel required; presence is needed for monthly executive leadership team and board meetings.
Physical Requirements
  • Prolonged periods of sitting at a desk and working on a computer, as well as standing and walking.
  • Must be able to lift up to 25 pounds occasionally.
  • Engagement in activities primarily using fingers for typing and handling tasks.
  • Effective communication skills for conveying detailed information accurately.
  • Ability to perceive sounds at normal speaking levels and receive detailed information through oral communication.
  • Close visual acuity for tasks such as data analysis, transcribing, and extensive reading.

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