Executive Administrative Assistant

Shift: Day
Schedule: Full - Time Regular

Ardent Health Services invests in people, technology, facilities and communities, producing high-quality care and extraordinary results. Based in Nashville, Tennessee, Ardent’s subsidiaries own and operate 30 hospitals in six states with more than 25,000 employees including 1,150 employed providers. Ardent facilities exceed national averages in Overall Hospital Quality Star Rating as ranked by the Centers for Medicare & Medicaid Services; 89 percent of its hospitals received a three-star rating or above in comparison with 73 percent of all hospitals ranked. Twelve of the company's hospitals were recognized by Modern Healthcare as "Best Places to Work" in 2019 – the twelfth consecutive year an Ardent facility made this list. Ardent's corporate office was named "Top Work Places" for Nashville based companies in 2017, 2018 and 2019.

We have an exciting opportunity to join our team as an Executive Administrative Assistant for the Chief Human Resources Officer and the corporate Human Resources department based in the Green Hills area of Nashville, TN.

The Executive Administrative Assistant reports directly to the Chief Human Resources Officer and is a key role for our organization providing administrative assistance and support to our Human Resource leadership team.

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Develops, implements and administers departmental office systems and procedures. Establishes office procedures and operations. Interprets and communicates policies and processes.
  • Serves as key administrative contact and liaison with corporate and market constituents and external contacts, typically including HR employees and vendors.
  • Manages complex calendars, arranges meetings, appointments and travel itineraries for designated corporate staff members via Outlook. Brief assigned corporate staff on their daily scheduled commitments on a frequent basis.
  • Monitors budget including tracking expenditures and providing reports. May prepare spreadsheets for department budgets, project or contracts, including tracking and maintaining expenditures and reconciling accounts. May serve as approver for financial transactions representing the department.
  • Coordinates facility build-out projects with our internal stakeholders and external building management, contractors and architects. Ensures quotes, CERs and Purchase Orders are approved prior to start of project.
  • Communicates maintenance issues with corporate facility property management and external vendors and follows up to ensure timely resolution.
  • Schedules and books both air travel, ground travel and lodging accommodations for assigned corporate leaders via the Concur booking portal. Initiates and processes expense reimbursements in a timely manner according to company policy and guidelines.
  • Ensure that assigned HR team members are aware of and prepared in advance for their scheduled commitments, to include but not limited to preparing agendas, meeting materials, presentation equipment, room/technology setup, food/beverage setup, etc.
  • Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination.
  • Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
  • Coordinates Employee events, including conferences, training, orientations, seminars, and meetings both on and off site.
  • Schedules executive interviews and may assist with candidate travel arrangements.
  • Purchases and maintains inventory of supplies for office, special orders, events, training needs, etc.
  • Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar and email.
  • May assist in training of temporary or new staff.
  • Maintains an accurate and efficient filing system both hard copy and electronic.
  • Provides support to other departments when needed to cover for absences, heavy workloads, etc.

QUALIFICATIONS:

  • A minimum of 5 years of progressive, executive level administrative experience is required.
  • At least 3 years of administrative experience supporting an HR Executive or supporting an HR department is preferred.
  • Bachelors or Associates Degree preferred.
  • High proficiency with Microsoft Office including Excel, Outlook and PowerPoint is required.
  • Ability to use good judgment and handle highly sensitive information discretely.
  • Skill in organizing and prioritizing workloads to meet deadlines.
  • Effective oral and written communication skills.
  • Ability to interpret, adapt and apply guidelines and procedures.
  • Ability to use good judgment regarding administrative issues.
  • Ability to communicate effectively with managers and co-workers.
  • Ability to work as a team player.