Job 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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