Executive Assistant (Hybrid- Nashville, TN)

Profound Research

Profound Research

Administration
Nashville, TN, USA
Posted on Wednesday, June 5, 2024
The Company
Profound enables community physicians to offer clinical research as a therapeutic option to their patients. We provide all the infrastructure, non-clinical services, and administrative heavy lifting. The physicians practice medicine, we do everything else, and patients get access to the newest therapies available.
Mission, Vision, Values
o Mission: Ensure that every patient has access to innovative treatments and improve patient lives.
o Vision: The future of medical innovation rests in the hands of physicians and their everyday care delivery decisions.
o Values:
o Compassion: Honor the patient-physician relationship above all else.
o Efficiency: Accountable for outcomes and strive for process perfection.
o Progress: Contribute to continued innovation in medicine while improving health outcomes.
o Integrity: Hold ourselves to the highest ethical, quality, and scientific standards in every activity
Profound Ethos
Physicians are the Vanguard
All Decisions Improve Patient Care
Never Compromise Quality
Why this Role Exists
The Executive Assistant will provide high-level administrative support to the Executive Director and other senior staff.
Responsibilities
· Recruitment and Training:
o Recruit, interview, hire, and train junior administrative staff in the department.
· Administrative Support:
o Provide high-level administrative support and assistance to executives or other assigned leadership staff.
· Document Preparation:
o Perform clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.
· Information Management:
o Manage information flow in a timely manner.
· Travel and Calendar Management:
o Arrange travel and accommodations for executives.
o Manage executives' calendars.
· Meeting Coordination:
o Schedule and attend meetings on behalf of executives.
o Take notes during meetings and record minutes.
· Project Coordination:
o Assist in coordinating special projects or initiatives led by the executives
· Expense Tracking:
o Track and manage expense reports for executives, ensuring accuracy and compliance with company policies.
· Communication Handling:
o Receive incoming communication or memos on behalf of senior staff.
o Review contents, determine importance, and summarize and/or distribute contents to appropriate staff.
· Office Tasks:
o Perform general office tasks, including maintaining records, ordering supplies, and basic bookkeeping.
· Event Planning:
o Assist in planning and organizing company events, conferences, or meetings.
· Customer Service:
o Act as a point of contact for internal and external stakeholders if needed, providing excellent customer service.
· Additional Duties:
o Perform additional duties as assigned by executives.
· Flexibility:
o Perform other related duties as assigned.
Requirements
· Excellent verbal and written communication skills.
· Excellent organizational skills and attention to detail.
· Excellent time management skills with a proven ability to meet deadlines.
· Ability to function well in a high-paced and at times stressful environment.
· Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
· Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Preferred Qualifications
· High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
· At least four years of related experience required.
Travel Requirements
· <10% travel- must be present for monthly ELT and board meetings.
Physical Requirements
· Prolonged periods of sitting at a desk and working on a computer, standing and walking.
· Must be able to lift 25 pounds at times.
· Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
· Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
· Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
· The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.