The Associate Executive Assistant will perform administrative and business support duties of a complex nature in support of executive leadership with some guidance. They will serve as a member of the Office of the President of Vanderbilt University Hospital (VUH). The Associate Executive Assistant will provide direct support to the VUH Heart/Neuro Segment Triad Leadership Team and be responsible for the day-to-day function of the Heart/Neuro Segment. In this role and working together with the VUH administration administrative support team, he/she will also help to provide support to the administrative and operational functions of the overall VUH administration offices. This position involves a high degree of flexibility and initiative, requiring the ability to work proactively, both independently and as part of a team. He/She will be joining a team whose foundation is based upon the VUMC Credo and Behaviors and will be expected to adopt and follow these values as he/she executes the responsibilities of this role.
Perform high-level, diversified, and confidential administrative duties requiring broad and comprehensive experience, outstanding interpersonal skills and independent judgment based upon experience.
Manage correspondence and communication (verbal, written and e-mail) using independent judgment and requiring a high degree of confidentiality, discretion and professionalism
Provide pro-active support for executive and other key meetings, including scheduling, meeting package preparations, material and agenda content tracking, attending meetings and taking minutes and/or notes, tracking action items and decisions made and generating all necessary follow-up correspondence to ensure work is completed as appropriate to support related meeting business, projects and/or phases of associated projects and to prep for subsequent meetings
Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging calendars
Compiles data, analyzes information, summarizes findings and prepares reports and other documentation as requested
Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information
Develop, execute and manage a plan for coordinating events, retreats and site visits as needed, including timeline development, action items, budget planning and reconciliation, logistics, agenda planning and catering
Responsible for defined parts of projects or phases of larger projects in support of VUH and segment-wide initiatives
Working together with the VUH administration administrative support team to ensure the successful administrative function of the VUH administration offices overall, including providing assistance and back-up coverage to the VUH President, CNO, COO
Resolve routine and complex inquiries from inception to resolution, including those regarding highly confidential matters and urgent/emergent operations issues, seeking guidance as appropriate
Human resources: coordinate the annual performance evaluation processes for the VUH Heart/Neuro Triad Leadership team's direct reports and provide departmental back-up for timekeeping and payroll functions
Coordinates all aspects of business travel itineraries and arrangements as business necessitates.
Assists with designing, editing, reviewing and/or assembling presentation materials for content, grammatical, and presentation style, ensuring that deadlines are met
Accesses, understands and appropriately utilizes VUMC proprietary database/software systems (Concur, ePAC, eProcurement, Kronos, etc.)
Reconcile P-Card charges, travel and other expense reports.
Other responsibilities and/or projects as assigned.
Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity -- of culture, thinking, learning and leading -- is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.
Our Nursing Philosophy:
We believe highly skilled and specialized nursing care is essential to Vanderbilt University Medical Center's mission of quality in patient care, education and research. We believe nursing is an applied art and science focused on helping people, families, and communities reach excellent health and well-being.
As a Vanderbilt University Medical Center employee, you make a difference to our patients and their families by bringing compassion and care to those in need of hope and healing. Please see our current employee benefits offered:
Affordable High Quality Health Plan Options
Dental and /or vision plan
403 (b) retirement plan
Paid Time off (flex PTO)
Tuition Reimbursement and adoption assistance (maximums applied)
Short-Long term disability
Subsidized backup childcare
And many more... Ask us about our current inpatient nursing supplemental Pay Program!
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period. Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As t...he largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.