Administrative Assistant

Shift: Monday-Friday

Pay: $24.90/hr

Location: 1 Park Plaza, Nashville TN 37203

Type: Contract-to-hire

Role is located in the HCA Healthcare corporate office. This team has a high level of visibility and influence within the organization. Ideal candidate handles self professionally and with a mature execution of executive presence

JOB SUMMARY

Administrative Assistants perform diversified clerical/administrative duties for management and staff within the team while maintaining a professional environment. Teamwork and organizational skills are essential. High degree of flexibility required. Good interpersonal skills. Good organizational skills. Ability to multi-task and work independently with minimum supervision. Detail oriented. Ability to effectively communicate. Takes initiative. Ability to work and participate in a team environment within and across departments. Role is located in the HCA Healthcare corporate office. This team has a high level of visibility and influence within the organization. Ideal candidate handles self professionally and with a mature execution of executive presence.

GENERAL RESPONSIBILITIES

• Administrative Support: Performs complex administrative duties, including coordinating resources across corporate functions. Composes routine correspondence with internal and external contacts.
• Calendar Management: Manages 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 executive's time based on greatest need.
• Time Management: Conserves executive's 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 & Management: 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. Coordinating and scheduling small and large scale meeting and conference call logistics. Attends meetings when assigned and reports on actions.
•  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.
• Onboarding: 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.).
• Special Projects: Performs special projects and tasks as assigned to support department priorities, utilizing exceptional follow-up skills.

EDUCATION

• High school graduate or equivalent required. College graduate preferred.

EXPERIENCE

• 1-3 years. Basic knowledge of healthcare and hospital operations preferred.

SKILLS

• Deadline-driven, organized and able to multi-task
• Detail oriented.
• Good interpersonal skills.
• Good organizational skills.
• Strong verbal, written and presentation skills
• Commitment to service
• Ability to handle confidential information appropriately.
• Proficient at Microsoft Word, Excel, Outlook and Power Point.
• Ability to work and participate in a team environment within and across departments.
• Some overtime may be required.