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.
