Job Summary:
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.
Key Responsibilities:
- 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.
Shift:
Discover VUMC:
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!
Achieve the Remarkable
Learn more about VUMC Nursing:
