Executive Assistant - Nashville - Tennessee Oncology

    Tennessee Oncology
    Tennessee Oncology Nashville

    15 hours ago

    Healthcare
    Description

    The Executive Assistant (EA) Chief Operations Officer (COO) and Chief Human Resources Officer (CHRO) provides high-level administrative support, ensuring seamless coordination of daily operations, strategic initiatives, and confidential matters. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, dynamic environment.

    ESSENTIAL FUNCTIONS:

    Administrative Support

    • Manage the executive's calendars, including scheduling meetings, appointments, and travel arrangements.
    • Prepare and edit correspondence, presentations, reports, and other documents.
    • Coordinate logistics for internal and external meetings, including agenda preparation and follow-up actions.

    Strategic Coordination

    • Support Operational and HR leadership initiatives by tracking deliverables, deadlines, and progress.
    • Assist in the preparation of materials for board meetings, executive briefings, and strategic planning sessions.
    • Liaise with internal departments and external partners on behalf of the CHRO.

    Confidentiality & Communication

    • Handle sensitive information with the utmost discretion and professionalism.
    • Draft and manage communications on behalf of the COO and CHRO, ensuring alignment with organizational tone and priorities.
    • Serve as a point of contact for internal and external stakeholders.

    Project & Event Management

    • Coordinate special projects and initiatives, including leadership development programs, employee engagement efforts, and operational and people transformation activities.
    • Organize and support events, such as recognition luncheons, training sessions, and executive retreats.

    Operational Excellence

    • Maintain organized systems for tracking expenses, documents, and records.
    • Monitor and manage incoming requests, ensuring timely responses and prioritization.
    • Continuously seek opportunities to improve administrative processes and workflows.

    KNOWLEDGE, SKILLS & ABILITIES:

    • Strong proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, SharePoint).
    • Excellent written and verbal communication skills.
    • High level of professionalism, integrity, and confidentiality.
    • Ability to work independently and collaboratively in a fast-paced environment.

    EDUCATION & EXPERIENCE:

    • High School Diploma or Equivalent. Bachelor's degree preferred.
    • Proven experience as an executive assistant or in a similar role supporting senior leadership.

    PHYSICAL REQUIREMENTS:

    • Occasional travel throughout Middle Tennessee area between clinic offices, administrative home office, and other satellite locations
    • Occasional lifting required up to 25 lbs.

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