Executive Assistant (Hybrid- Nashville, TN)

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.