Description

This position will sit on-site at our Brentwood, TN Division office

Introduction

Are you passionate about the patient experience? At HCA Healthcare, we are committed to caring for patients with purpose and integrity. We care like family! Jump-start your career as an Executive Assistant today with HCA Healthcare.

Benefits

HCA Healthcare offers a total rewards package that supports the health, life, career and retirement of our colleagues. The available plans and programs include:

• Comprehensive medical coverage that covers many common services at no cost or for a low copay. Plans include prescription drug and behavioral health coverage as well as free telemedicine services and free AirMed medical transportation.

• Additional options for dental and vision benefits, life and disability coverage, flexible spending accounts, supplemental health protection plans (accident, critical illness, hospital indemnity), auto and home insurance, identity theft protection, legal counseling, long-term care coverage, moving assistance, pet insurance and more.

• Free counseling services and resources for emotional, physical and financial wellbeing

• 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service)

• Employee Stock Purchase Plan with 10% off HCA Healthcare stock

• Family support through fertility and family building benefits with Progyny and adoption assistance.

• Referral services for child, elder and pet care, home and auto repair, event planning and more

• Consumer discounts through Abenity and Consumer Discounts

• Retirement readiness, rollover assistance services and preferred banking partnerships

• Education assistance (tuition, student loan, certification support, dependent scholarships)

• Colleague recognition program

• Time Away From Work Program (paid time off, paid family leave, long- and short-term disability coverage and leaves of absence)

• Employee Health Assistance Fund that offers free employee-only coverage to full-time and part-time colleagues based on income.

Learn more about Employee Benefits (https://careers.hcahealthcare.com/pages/employee-benefits-and-rewards)

Note: Eligibility for benefits may vary by location.

Come join our team as an Executive Assistant. We care for our community! Just last year, HCA Healthcare and our colleagues donated $13.8 million dollars to charitable organizations. Apply Today!

Job Summary and Qualifications

Performs administrative duties for executive management.

Supervisor: Executive Management

Duties (included but are not limited to):

• Performing complex administrative duties including responding for executive when he/she is unavailable, composing correspondence, and coordinating resources across corporate functions.

• Handling various administrative details with initiative and good judgment.

• Providing general administrative support including typing, indexing and filing documents, handling travel arrangements, completing expense reports and scheduling meetings.

• Coordinates meetings and scheduling of meetings for all members of the Operations team across divisions.

• Works with multiple entities within HCA executive groups.

• Coordinates onsite meetings and functions with hotels and restaurants.

• Prepares MORs and RFP responses and power points.

• Review and maintain contract databases.

• Processes check requests, including coding vendor number on invoices, matching invoices to purchase orders, and receiving reports.

• Checks invoices for correct account numbers and dollar amounts.

• Assign voucher numbers and general ledger account numbers to check requests and invoices and key-in data.

• Maintain daily and monthly system-generated reports.

• Track and report all sales tax accruals.

• Prepare month-end accrual.

• Perform quarterly vendor verifications.

• Plan and manage monthly Floor Meeting/Awards Ceremony (involves hundreds of certificates and prizes for employee recognition).

• Adhere to the current policies and procedures which apply to the responsibilities and accountabilities of this position.

• Managing Amex Travel Cards assigned to management.

• Managing expense reports for Amex Travel Cards.

• Managing Amex Purchase Cards assigned to management.

• Managing expense reports for Amex Purchase Cards.

• Assigning appropriate department and general ledger account numbers to all P-card purchases.

• Tracking, documenting and reporting monthly prizes awarded.

• Project Manager for special facility-wide events (Employee Appreciation Week, Best Companies to Work For application process, Foresight Survey prep and follow through, etc.)

• First contact for all facility vendors including services for daily cleaning, break room vending and secure shredding as well as maintenance and repair of copy and fax machines, HVAC, pest control, fire alarm system, etc.

• Serve as first point of contact for all facility issues (e.g. roof leaks, plumbing problems, carpet stains/damage, etc.) and manage items through to completion

• Manage contract and staffing for on-site Security Officers covering all hours of operation

• Answering inquiries and/or referring callers/visitors to appropriate person/department.

• Gathering information and creating reports as requested.

• Developing and implementing office procedures related to coordination of interoffice communication, records and systems.

• Documenting and managing off site record storage.

• Ensuring adequacy of office supplies and equipment.

• Assisting other staff as requested.

• Attending meetings as assigned and reporting on actions.

• Participating in educational activities and programs.

• Maintaining strictest confidentiality.

• Communicating with building maintenance regarding work that needs to be completed.

• Provide training for all assigned employees.

• Practice and adhere to the “Code of Conduct” philosophy and “Mission and Value Statement.”

• Adheres to and supports organizational IT&S standards, policies, and procedures.

• Adheres to Code of Conduct.

• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Communication - communicates clearly and concisely, verbally and in writing. This includes utilizing proper punctuation, correct spelling and the ability to transcribe accurately.

• Customer orientation - establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations

• Interpersonal skills - able to work effectively with other employees, patients and external parties

• PC skills - demonstrates high proficiency in Microsoft Office applications including Outlook, Word, Excel, PowerPoint and others as required

• Policies & Procedures - demonstrates knowledge and understanding of organizational policies, procedures and systems

• Administrative Skills – Ability to type 60wpm, transcription capabilities, ability to multi task and quickly change focus as priorities change.

• Basic skills - able to perform basic mathematical calculations, balance and reconcile figures, punctuate properly, spell correctly and transcribe accurately

Education:

• Associate’s degree in Administrative field.

• Equivalent work experience

Experience:

• Minimum three years of administrative experience is required.

• Relevant education may substitute experience requirement.

"The great hospitals will always put the patient and the patient's family first, and the really great institutions will provide care with warmth, compassion, and dignity for the individual."- Dr. Thomas Frist, Sr.

HCA Healthcare Co-Founder

If you are looking for an opportunity that provides satisfaction and personal growth, we encourage you to apply for our Executive Assistant opening. We promptly review all applications. Highly qualified candidates will be contacted for interviews. Unlock the possibilities and apply today!

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.