Executive Administrative Assistant

Monday - Friday / 8:00am-5:00pm

Hospital/Healthcare Setting

This role involves providing comprehensive administrative support to executive teams, medical and physician staff, and department directors. The Executive Administrative Assistant will coordinate schedules, facilitate meetings, and participate in planning recruitment and other events. This position requires familiarity with internal systems and the ability to handle various administrative tasks efficiently.

There are two positions available:

• CNO/CEO Administrative Assistant

• VP/CFO and Director of Quality Administration Administrative Assistant

Job Duties Include:

• Execute Comprehensive Duties: Perform a wide range of administrative tasks and utilize experience from the provided list to ensure smooth operations.

• Support Medical and Physician Staff: Coordinate schedules, arrange meetings, and provide administrative support to medical and physician staff to enhance efficiency.

• Recruitment Event Planning: Participate in the planning and facilitation of recruitment events, ensuring all logistical aspects are covered.

• Event Organization: Plan and schedule various events, from small meetings to large gatherings, ensuring all details are managed effectively.

• Executive Collaboration: Work directly with executive teams and covenant leadership, providing essential administrative support and facilitating communication.

• System Familiarization: Gain and maintain familiarity with internal systems as needed to support administrative functions.

• Execute Comprehensive Duties: Perform a wide range of administrative tasks and utilize experience from the provided list to support the VP/CFO and Director of Quality.

• Accounts Payable Management: Handle all aspects of accounts payable, ensuring timely and accurate processing of invoices and payments.

• Invoicing: Manage the invoicing process, including the preparation, submission, and tracking of invoices.

• Contract Oversight: Oversee, support, and validate contracts, ensuring compliance with organizational policies and procedures.

• KPI Development and Analysis: Create and work through Key Performance Indicators (KPIs) within departments to monitor and improve performance.

• Data Management: Utilize Excel and other tools to manage data, providing support to executives and the Director of Quality through detailed analysis and reporting.

Essential Skills

• Experience with Microsoft Office365, Outlook, and Excel!

• Proficiency in systems for timekeeping, scheduling, payroll, and other HR functions.

• Ability to learn and utilize internal systems and software related to administrative and assistant duties.

Skills & Qualifications

• Experience supporting directors, managers, or executive teams preferred

• Experience working with schedules/calendaring

Work Environment

• The work environment is within a hospital setting.

• The role involves working with various internal systems and software, coordinating with multiple departments, and managing data and schedules effectively.

Pay and Benefits

The pay range for this position is $47000.00 - $53000.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision• Critical Illness, Accident, and Hospital• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available• Life Insurance (Voluntary Life & AD&D for the employee and dependents)• Short and long-term disability• Health Spending Account (HSA)• Transportation benefits• Employee Assistance Program• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Knoxville,TN.

Application Deadline

This position is anticipated to close on Mar 17, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.