Associate Executive Assistant - Onsite at Monroe Carell Jr. Children’s Hospital, Nashville TN

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated.

About the role

The Executive Assistant provides high-level administrative support to the Chief of Staff and Executive Vice President. This role serves as a trusted partner to leadership, ensuring seamless management of administrative operations and enabling executives to focus on strategic priorities. A primary responsibility is complex calendar management, including prioritizing competing requests, coordinating meetings, adapting to shifting priorities, and proactively managing executive schedules with minimal direction. The ideal candidate exercises sound judgment, anticipates needs, makes recommendations, and independently resolves challenges while maintaining a high level of professionalism and discretion.

The ideal candidate is a relationship builder with excellent written and verbal communication skills, strong technical proficiency, and the flexibility to adapt quickly to changing business needs. Candidates should demonstrate a proactive approach to problem-solving, resourcefulness, and the ability to work independently without requiring extensive direction. This is an excellent opportunity for an administrative professional who enjoys being a strategic partner to executive leadership, thrives in a dynamic environment, and takes ownership of helping leaders operate at their highest level.

Responsibilities

• Performs key administrative functions, including serving as a representative of the organizational area.
• Ensures data and 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 the area.
• Prepares reports and other documentation as requested.
• Manages complex calendars, prioritizes competing requests, coordinates meetings, and adapts to shifting priorities with minimal direction.
• Exercises sound judgment, anticipates needs, makes recommendations, and independently resolves challenges.
• Builds and maintains relationships across the organization.
• Communicates effectively with a high level of professionalism and discretion.

Requirements

• Experience supporting senior-level executives in a high-volume, fast-paced environment.
• Advanced calendar management and meeting coordination experience.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with Workday or the ability to quickly learn new systems.
• Experience with Visio, REDCap, and AI tools is preferred.
• Strong organizational skills and exceptional attention to detail.
• Ability to prioritize competing demands and adapt to frequent changes.
• Proven problem-solving skills and independent decision-making ability.
• Professional demeanor with strong relationship-building capabilities.
• Healthcare industry experience is preferred.

Qualifications

• 1 year of relevant work experience.
• Bachelor’s degree or equivalent experience.

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): Includes duties such as calendar maintenance, data entry, document preparation, meeting coordination, travel arrangements, word processing, and managing employee records.
• Data Analysis (Intermediate): The ability to analyze data accurately.
• Financial Processes (Novice): Ability to monitor costs, expenses, and revenue, and manage them in relation to budgeted amounts.

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 judgment.
• 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 and 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 and 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 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 or 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.
• Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Schedule

7:30 AM – 4:00 PM CST, Monday – Friday

Benefits

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement, and/or wellness offerings to enhance your well-being and professional growth.