Associate Executive Assistant – Project Management, Onsite Nashville TN

Vanderbilt University Medical Center

Job Location:

Nashville, IN - USA

Monthly Salary: Not Disclosed

Posted on: 5 days ago

Vacancies: 1 Vacancy

Job Summary

Discover Vanderbilt University Medical Center: Located in Nashville Tennessee and operating at a global crossroads of teaching discovery and patient care VUMC is a community ofindividuals 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. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniquenessis 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. Vanderbilts mission is to advance health and wellness through preeminent programs in patient care education and research.

Organization:

Admin/Perioperative Services Admin

Job Summary:

The Associate Executive Assistant serves as a key support partner managing projects and ensuring seamless coordination across various initiatives. This role involves planning and executing luncheons and other events; facilitating meetings as needed; preparing agendas; and booking conference rooms. The position requires frequent documentation of meeting minutes and action items to maintain clarity and accountability. Strong organizational skills and attention to detail are essential for managing logistics and supporting project success.

Preferred Skills & Experience:

Strong multitasking ability capable of managing multiple priorities simultaneously.
Exceptional organizational skills maintaining structure and efficiency in a dynamic environment.
Critical thinking and problem-solving able to analyze situations and make sound decisions.
Proactive approach anticipating needs and addressing issues before they arise.
Thrives in fast-paced environments adaptable and calm under pressure.
Meeting event and project coordination ensuring seamless execution and follow-through.
Project-oriented mindset focused on achieving objectives and delivering results.
Proficiency in Microsoft Excel and Word basic functionality; understanding when to use spreadsheets versus tables

KEY RESPONSIBILITIES
Performs key administrative functions which may include serving as representative of the organizational area.
Ensures data/records are created and maintained to document financial planning correspondence procedures processes and other information.
Compiles data analyzes information and summarizes findings in support of an area.
Prepares reports and other documentation as requested.
The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
Human Resources Policies and Procedures (Fundamental Awareness): Knowledge adherence and application of human resources policies and procedures.
Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
Clerical/Administrative (Intermediate): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting Calendar Maintenance Data Entry Document Duplication Document Filing and Maintenance Document Preparation Employee Record Maintenance Employee Time Recording Faxing and Electronic Mailing Inventory Management Mail Sorting and Distribution Meeting Coordination and Scheduling Message Management Receptionist Tasks Special Projects Spreadsheet Preparation Travel Arrangements and Word Processing and Typing.
Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
Financial Processes (Novice): Ability to monitor costs expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

Our professional administrative functions include critical supporting roles in information technology and informatics finance administration legal and community affairs human resources communications and marketing development facilities and many more.

At our growing health system we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth appreciation of benefits and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Delivers job responsibilities that impact own job area/team with some guidance. Problem Solving/ Complexity of work: Uses existing procedures research and analysis to solve standard job related problems that may require some judgement. Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements. Team Interaction: Individually contributes to project/ work teams.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues priorities working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues solves routine problems and raises proper concerns to supervisors in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge technologies tools or systems and displays willingness to go above and beyond. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively :- Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.- Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

1 year

Education:

Bachelors

Vanderbilt Health is committed tofosteringan environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.

Required Experience:

Discover Vanderbilt University Medical Center: Located in Nashville Tennessee and operating at a global crossroads of teaching discovery and patient care VUMC is a community ofindividuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be ...