Administrative Coordinator

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 viable treatment option for their patients. We handle all the necessary infrastructure, non-clinical services, and administrative responsibilities, allowing physicians to focus on patient care while we manage the operational aspects, ensuring patients have access to the latest therapies available.

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 advancement lies in the hands of physicians and their daily healthcare delivery choices.
Values:
  • Compassion: Prioritize the patient-physician relationship above all.
  • Efficiency: Accountable for results and strive for optimal processes.
  • Progress: Foster ongoing innovation in medicine while enhancing health outcomes.
  • Integrity: Uphold the highest ethical, quality, and scientific standards in every endeavor.
Role Overview
The Executive Assistant is tasked with delivering high-level administrative support to the Executive Director and other senior management personnel.

Key Responsibilities
  • Recruitment and Training: Oversee the recruitment, interviewing, hiring, and training of junior administrative staff within the department.
  • Administrative Support: Provide comprehensive administrative assistance to executives and other designated leadership personnel.
  • Document Preparation: Execute clerical and administrative duties, including drafting correspondence, memos, invoices, reports, and various documents for senior management.
  • Information Management: Ensure timely management of information flow.
  • Travel and Calendar Management: Organize travel arrangements and accommodations for executives while managing their calendars effectively.
  • Meeting Coordination: Schedule and participate in meetings on behalf of executives, taking notes and recording minutes as necessary.
  • 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 content, assessing importance, and summarizing or distributing information to relevant personnel.
  • Office Tasks: Conduct general office tasks, including maintaining records, ordering supplies, and basic bookkeeping.
  • Event Planning: Aid in the planning and organization of company events, conferences, or meetings.
  • Customer Service: Serve as a point of contact for internal and external stakeholders, delivering exceptional customer service.
  • Additional Duties: Undertake additional responsibilities as assigned by executives.
  • Flexibility: Perform other related tasks as needed.
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 occasionally 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 required.
Travel Requirements
  • Minimal travel required; presence is necessary 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.
  • Ability to perform tasks primarily using fingers rather than the whole hand or arm.
  • Effective communication skills, both verbal and auditory, are essential.
  • Close visual acuity is required for activities such as data analysis, transcribing, and extensive reading.

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