Administrative Assistant

  • HCA
  • Nashville, TN, USA
  • Dec 06, 2017

Job Description

Job Code: 10250-1882


No Weekends

HealthTrust ( ) is committed to strengthening provider performance and clinical excellence through an aligned membership model and the delivery of total spend management solutions that leverage our operator experience, scale and innovation. Members include approximately 1,600 acute care facilities and more than 26,000 non-acute care sites.

Job Summary:

This position provides a full range of administrative and clerical support to assigned teams and/or team members within the department.

  • Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential administrative, secretarial and advanced clerical functions in support of assigned department employees.
  • Power Point presentation development.
  • Ensures adequacy of Facility supplies and equipment.
  • Monitor stock levels of facility goods (paper towels, dishwashing detergent, etc.) and reorders as necessary.
  • Receive, sort and distribute incoming mail.
  • Receive and interact with incoming visitors.
  • Coordinate with facilities maintenance vendors for IVL office space.
  • Lead facility décor design updates and general employee well-being influence of the space.
  • Cover the reception desk when required and as needed.
  • Provides backup support for other Assistants within the department. Proactively schedules time away from the office with consideration for backup support.
  • Maintain strong interpersonal relationships with employees at all levels of the organization.
  • Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the workplace.

Supports all departmental employees in the following areas:
  • Maintains individual team member calendars ensuring the calendars are up-to-date, contain the pertinent information and proactively resolves scheduling conflicts.
  • Coordinates schedules, prioritize functions and appointments, and makes certain that deadlines are met and other duties are carried out seamlessly.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Schedule and organize complex activities, such as meetings, travel, training sessions and department activities.
  • Prepare itineraries, agendas, and register staff as needed for meetings and conferences.
  • Process and submit expense reports for business expenditures.
  • Copy and assembly of agenda, handouts and presentations.
  • Maintaining email distribution lists.
  • Design and maintain spreadsheets and databases specific to the department.
  • Compiles reports from data and existing records.
  • Practice and adhere to the "Code of Conduct" philosophy and "Mission and Value Statement".
  • Actively support team efforts during special events and annual meetings.
  • Maintains strict confidentiality.
  • Keeps the team informed and interacts with other departments as needed.
  • Maintains desk guidebook including contact information, profiles for department personnel, and frequently requested company information.
  • Proofreads communication, documents, presentations, and other assigned tasks for spelling, grammar, layout, and uniformity, making appropriate changes prior to distribution. Responsible for accuracy and clarity of final version.
  • Answer complex functional questions that may require additional research and follow-up.
  • Uses interpersonal skills and exercises sound judgment in a variety of situations including but not limited to how duties and responsibilities are completed between co-workers, the supervisory chain, members and suppliers.
  • Ensures operation of office equipment, order maintenance when necessary. Troubleshoots malfunction of office equipment.
  • Proactively anticipates the needs of the team.
  • Accurately follows instructions and/or follows established department protocols and procedures.
  • Assists other staff as requested.
  • Performs other duties as assigned.

  • Bachelor's degree preferred
  • Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferred; maybe substituted with 7+ years of departmental support
  • Advanced knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point) required
  • Intermediate knowledge of Visio preferred but not required
  • Typing proficiency of at least 50-55 words per minute


Last Edited: 12/04/2017