Administrative Assistant

Description We are looking for an experienced Administrative Assistant to join a healthcare organization in Brentwood, Tennessee on a contract to hire basis. The Administrative Assistant role provides high-level support to senior leadership, including the Executive Director and other executive stakeholders, while helping keep daily office operations organized and efficient. The ideal Administrative Assistant brings strong judgment, excellent communication skills, and the ability to manage competing priorities in a fast-paced, in-office environment.

Responsibilities:

• Provide administrative support to executive leaders by coordinating calendars, preparing meeting materials, and ensuring leaders are well prepared for daily priorities.
• Arrange complex meetings by confirming schedules, organizing agendas and documents, and supporting virtual participation when needed.
• Oversee calendar management for multiple senior stakeholders, proactively identifying conflicts and adjusting plans to keep commitments on track.
• Handle sensitive business information with discretion and maintain confidentiality in all communications and documentation.
• Support new employee onboarding by coordinating logistics, resources, and administrative setup for incoming staff.
• Serve as a key resource for administrative processes, offering guidance and helping the team navigate day-to-day operational needs.
• Assist with recruitment coordination by scheduling interviews and organizing candidate travel or related logistics.
• Manage business travel planning and prepare or process expense reimbursement documentation accurately and on time.
• Deliver responsive service to employees, vendors, clients, and other partners while supporting office operations and additional leadership requests as needed. Requirements
• High school diploma or equivalent required.
• At least 5 years of experience providing administrative support to executive-level leaders.
• Demonstrated ability to deliver excellent service to both internal teams and external contacts.
• Strong verbal and written communication skills with a detail-oriented approach.
• High level of accuracy and attention to detail when managing schedules, documents, and confidential information.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Visio.
• Ability to work independently, manage ambiguity, and complete tasks effectively without detailed procedures.
• Healthcare industry experience is preferred but not required.

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