Executive Assistant



Nashville, TN, USA
Posted on Saturday, June 15, 2024

Who You Are

You are devoted, compassionate, and enjoy being on the front lines in healthcare, changing the lives of your patients. You are passionate about getting to the root cause of a patient’s conditions, removing social determinants of healthcare, and ensuring the highest possible quality of life for those in your care. You don’t want to sacrifice quality over quantity, and you aim to provide the same level of care and commitment to your patients that you would to your own family member.

Does this sound like you? If so, we should talk.

Who We Are

We are Honest Medical Group, a groundbreaking team of health care professionals focused on making a major impact in health care. At Honest, we align every aspect of our company to support patients and providers. We are devoted to purpose and inspired by innovation. We embrace our communities and lead with kindness. We drive health improvements, create a seamless member experience, and eliminate unnecessary cost. We listen to the needs of our patients and our employees—continually working to push beyond the status quo.

For us, it’s all in an Honest day’s work.

Your Role

As an Executive Assistant, you support the organization by partnering with the leaders of the respective team/s to provide administrative and operations support while working to leverage the time of their executive/s and laboring to facilitate movement in scheduling/tasks/projects toward the team’s operational goals.

Primary Functions of the Executive Assistant Include:

  • Coordinate and/or arrange meetings, conference calls, web presentations, and travel schedules while resolving conflicts and projecting the schedule out at least 3 months in advance
  • Coordinate and manage travel for executives, following Honest’s travel and expense policies
  • Facilitate clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations
  • Work to gather materials (i.e. agendas, dashboards, data points, updates, etc.) and disseminate the information to leaders at least 48 hours prior to meetings/calls when they will be discussed
  • Assist Honest with administrative projects affecting your team, the office/s, and the role
  • Gather material from various sources to create first drafts of presentations and documents, which may be used internally and/or externally, ensuring the materials are aligned with Honest’s marketing brand
  • Manage internal and external deliverables for the executives you support, tracking deadlines and following up with others to ensure deadlines are met
  • Conduct research, plan, and execute tasks needed for company events
  • Manage leader’s internal and external Microsoft contacts
  • Act as point-person during leader talent searches, coordinating calendars and travel of candidates as needed
  • Manage expenses on behalf of leaders following Honest’s expense and reimbursement policies.
  • Assist with planning, organizing, and arranging new colleague onboardings as requested
  • Support shared coverage of the Nashville office, to include but not be limited to general office work, answering calls, greeting visitors, stocking and delivering supplies, ordering lunch, sorting and delivering mail, etc.
  • Available for travel 1-2 times per year, when needed
  • Perform other related responsibilities as assigned

How You Qualify

You reviewed the Who You Are section of this job posting and immediately felt the need to read on. This makes you a match for our innovative culture. You accept things change quickly in a startup environment and are willing to pivot quickly on priorities.

  • Bachelor’s degree in healthcare administration, business, or similar field OR equivalent work experience required
  • PMI-approved Certification in Project Management preferred
  • 5+ years of business administration experience, working in a fast-paced start-up environment, in the healthcare industry preferred
  • Possess strong interpersonal skills to handle sensitive situations and confidential information, exercising discretion and the ability to determine individuals who should be included in conversations
  • Ability to multi-task and prioritize workload in a fast-paced environment, operating independently under limited supervision
  • Ability to prioritize tasks with competing deadlines
  • Communication Skills - Excellent written and oral communication skills to be able to communicate with internal and external individuals at all levels of organizations
  • Creative and persistent problem solver, avoiding routine use of colleagues as a first-resource, and instead, quickly and independently research and seek solutions
  • Ability to conduct online research, discerning the validity and relevance of online material
  • Adept at moving conversations forward toward an end goal, while keeping stakeholders engaged and content with the pace of progress
  • Experienced in leading productive meetings/calls, encouraging collaboration, building consensus, as well as establishing deliverables and designating parties responsible for their execution
  • Expert in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook
  • Ability to perform intermediate IT troubleshooting without supervision
  • Proficiency with computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc.
  • Use various software programs to create dashboards, mail merges, administer surveys, manipulate formats to best fit the data to be presented, add signatures, and manage SharePoint, as requested

How You are Supported

  • As a full-time team member, you will benefit from Honest’s exceptional total rewards package, including competitive base pay with bonuses, paid time off starting at 4 weeks for full time employees, 12 paid holidays per year, reimbursement for continuing medical education, 401k with match, health, dental, and vision insurance.
  • Family friendly policies that support paid parental leave and flexible work arrangements
  • As a team member you’ll be supported by our robust commitment to training and development that starts with onboarding and continues throughout your career with Honest.
  • You will collaborate with like-minded healthcare professionals who, like you, understand the importance and value of Honest’s high-quality, value-based, care model.

Honest is an equal opportunity employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.

Honest is committed to working with and providing reasonable accommodations to job applicants with physical or mental disabilities. Applicants with a disability who require a reasonable accommodation for any part of the application or hiring process should email talent@HonestMedicalGroup.com for assistance. Reasonable accommodation will be determined on a case-by-case basis.

Honest Medical Group contacts candidates via various platforms, including Honest’s recruiting platform and/or email or text message. If working with candidates directly, Honest will contact candidates using an honestmedicalgroup.com email address. For reference, the recruiting process will always include a live phone call and/or real person interview prior to making a formal offer of employment. Honest will never ask for an individual’s confidential personal information or financial account information (i.e., social security number or bank account and/or routing number) prior to a formal offer and will never ask for transfers of money or financial information by email, text, Venmo, or other social media. Further, Honest will never request financial account security information (i.e., PIN number, password, or security access information). We encourage all candidates to be diligent in their job search and to verify the contact information of individuals they are working with. If there are any questions as to whether a communication is coming from Honest, candidates may reach out to talent@honestmedicalgroup.com.