Contract- Executive Assistant (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:  Improving Lives by Providing Advanced Therapeutic Options

o Vision: Creating the Absolute Best Patient-Physician Experience in Clinical Research.

o Values:

o Compassion: We value the patient-physician relationship above all else and are committed to a service-oriented  approach to all interactions.

 o Urgency: We work hard and practice selflessness, acting swiftly and decisively to meet the needs of our patients,  partners, and colleagues. 

 o Solution Oriented: We are relentlessly positive, and we communicate directly to efficiently identify and implement effective solutions. 

 o Excellence: We insist on excellence, holding ourselves accountable and empowering each other to deliver best-in-class service while maintaining the highest ethical and scientific standards. 

Profound Ethos

o  Physicians are the Vanguard

o All Decisions Improve Patient Care

o 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 accommodation 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 

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.